Automating enrollment for an observation checklist

Hi ​@brittany.huffman ,

You're running into a known, built-in limitation with the standalone Observation Checklist scheduler. As noted in the Docebo Help Center, when you schedule a checklist for a group, the platform takes a static snapshot of the users in that group at that exact moment. Users added to the group later are not dynamically included in that schedule.

Before diving into custom integrations or API work to automate this, have you considered wrapping the checklist in a course? It completely sidesteps the scheduling limitation and utilizes Docebo's native automation.

Instead of scheduling the checklist directly from the checklist menu:

1. Create an e-learning "wrapper" course.

2. Add your Observation Checklist into that course as a Training Material (you can import your existing checklist directly).

    

3. Set up an Enrollment Rule to automatically enroll your dynamic group into this course.

When new members are automatically added to the group, the Enrollment Rule will immediately fire, assigning them the course and instantly generating the checklist for them and their observer.

In organizations I've worked with, the pattern that holds up best is delivering checklists through these wrapper courses. Not only does it fix the auto-enrollment drop-off, but it also gives you much cleaner visibility into your datasets using standard custom reports, rather than relying solely on the standalone checklist dashboards.

Let me know if you need help mapping out the enrollment rules for this approach!