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Question

Automatically assign eLearning when user does not attend ILT (of same course)

  • September 26, 2024
  • 2 replies
  • 43 views
B
Novice II

Use Case: We host around 180 VILT sessions each year. Most (but not all) of those are recorded and become eLearning courses that live in our catalog for those who could not attend live. Our users would like to be automatically enrolled in the eLearning course if they are marked Absent on the ILT course.

The auto enrollments seem to only have options for Group or Branch - so I’d have to create a group that catches everyone who was marked Absent (or is In-Progress after a certain date) and enroll that group into the eLearning course. However, I think I’d have to add a condition set for each individual course.

Is there some other way I’m not thinking of - maybe a workflow or recipe using Docebo Connect - to make a rule that basically says: IF user status = Absent for ILT course, enroll in eLearning course with the same course number? 

2 replies

P
Novice II
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  • pdevaney
  • Novice II
  • September 27, 2024

Hi @BeckyG,

I’m assuming that adding the recording to the VILT Session does not fit your use case (https://help.docebo.com/hc/en-us/articles/360020079740-Creating-and-managing-ILT-and-VILT-courses#h_01H98M2TG992QG0BZJNZWRF0FY:~:text=is%20involved%20in.-,Session%20recordings,-As%20a%20Superadmin)

You can certainly do it in Docebo Connect. We have set up a workflow that:

  1. For each VILT course, maintains a link via code in an additional field to the e-learning course. 
  2. Runs a recipe twice a day to evaluates the attendance record of all sessions in all courses that ran in the previous day. If users have attended the VILT enrol them in the correct e-learning course; If they have not attended, unenrol them from the VILT and enrol them in the e-learning. This last step means that they do not have an incomplete course on their record indefinitely. 

Given the number of courses you are dealing with this is probably the best way.

I’m not clear from you question but it looks as if you may already have tried the following.

  1. When a user is enrolled in the VILT session their enrolment status is Not Started. When they are marked Absent then the enrolment status changes to In Progress. If they are marked as Present then the status is Completed. (this assumes there is no other training material in the course)
  2. A group that has an automated rule to include all users with an enrolment status of In Progress on the course will gather users as soon as they are marked absent. There shouldn’t be any need to check the date.You can’t directly refer to the attendance status in a rule. 
  3. You will then need to attach the group to an enrolment rule to trigger the enrolment. 

You will, as you point out, need a different group and rule for each VILT/e-learning course. 

I’m guessing, given your comment about the date that many, if not all, of the sessions are in the same course and that you will need to route the users into a different elearning course depending on the session that they attended.

We overcame this (in the Connect scenario) by creating a separate VILT course and corresponding e-learning course for each session. This fitted a use case where each session covered genuinely different course material. It may not work so well if you are running the same session multiple times.

 

 

B
B
Novice II
  • BeckyG
  • Author
  • Novice II
  • September 27, 2024

Thank you! That recipe sounds like exactly what I’m looking for.

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