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Question

Repeating courses

  • December 4, 2024
  • 3 replies
  • 134 views
R
Novice I

For the courses I’m setting up in Docebo, these will be mandatory annual trainings for our employees. I’d like some guidance on the best way to set them up:

  • Should I create a new course each year, or would it be better to simply create a new session within the same course annually?

  • If I opt for a new session each year, will it impact completion rates? I want to ensure that historical data remains available for reporting and that I can access records beyond the current year’s enrollments.

Any advice on how to set this up efficiently while maintaining accurate records would be appreciated!

    3 replies

    R
    Docebian
    Forum|alt.badge.img+1

    Hi ​@ryanmalott 

    thanks for reaching out to us.

    I guess that the best option for your use case is using the “Archiving enrollments” feature.

    You can find the entire guide of this feature here . 

    By using this option, you can archive the current user’s enrollments and re-enroll the same users in the same course more than once. 

    Please let me know if this option match with your use case.

    Have a wonderful day!

    Roberto

     

    dklinger
    Hero III
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    • dklinger
    • Hero III
    • December 5, 2024

    ​@ryanmalott - I want to say it is all about audit and the experience you want a person and your teams to have.

    Right now? At our org without certifications in a perfect place (without auto-archiving), we are a shop that does 95% of our work with copying courses and we are using archived enrollments on an exception basis. That approach looks solid on the learning profile. No need to go to a dropdown menu to see other archived enrollments.

    One challenge not talked about with archived enrollments is the fact that we are not the only team reporting out on the course, a user will not know that it has archived enrollments. That is a bit too easy for teams to miss. Look at the interface:

    No right or wrong - but also no indication that the course has archived enrollments.

     

    So going back to the learners record and spinning off a new copy of the course - maybe with the year at the end of the title (Apple Safety Training - 2024) - it should not be missed it though when it is part of the learners transcript/ My Activities page under courses. With it there - it is totally retrievable by the novice.

     

     

    L
    Helper III
    Forum|alt.badge.img+3
    • lhubbard
    • Helper III
    • December 5, 2024

    To add to the opinions…..

    If this is an ILT- I would do a new course for each year, no archiving.

     

    If this is an e-learning module- you’ll need to weigh your options for what works best for your org. In addition to what Dan has already pointed out, here are some other things we typically consider.

    What is the administrative load and who is doing the course admin work. If it’s a power user, for example, what are they comfortable with. If it’s all enrollment rules, just don’t forget to create that with the new course.

    Is the course literally the same training material each year? That makes it easier for things like the certification module or archiving enrollments. I will say we have found the user experience with the certification module to be less than ideal.

    Where on the scale of audit strictness is this. Super strict criteria means reporting clean will take priority. Less strict means we can lean more towards better user experience or admin load.For example, if the course is part of a highly regulated environment and is used for determining if that learner can stay employed with the company (strict) vs mgmt just wants to know that they have been trained on how to find the copy machine in the building (not strict).

     

    We currently use a mix of certification module, archiving enrollments, and brand new course and training material.

     

    If it were me starting over, I would try to think long term and be very clear on your priorities. How important is it to have only one way to report on enrollment status? How important is it to have an easy peasy setup when the next year rolls around? Etc…

    juliannasaumell
    J
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