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Bulk enrolling users into a Learning Plan

  • 19 August 2021
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Does anyone have any tips on bulk enrolling users into learning paths? Most of our users are enrolled into Learning Plans rather than individual courses. Occasionally, users will need to be enrolled into multiple Learning Paths. Are adding users to Groups the best way to handle this? Any feedback is appreciated!

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Best answer by jason.moore 19 August 2021, 23:14

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Hello @nicole.roman Agree that it’s a great thought to leverage Groups and/or Branches to handle enrollments into LPs - and best part is, once the eligibility for the Groups and the enrollment rules are set, the process is ongoing and automatic - no additional administrative work necessary.

Userlevel 2
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Hello @nicole.roman Agree that it’s a great thought to leverage Groups and/or Branches to handle enrollments into LPs - and best part is, once the eligibility for the Groups and the enrollment rules are set, the process is ongoing and automatic - no additional administrative work necessary.

Thanks for the insight @jason.moore:grin:

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Nicole - good evening you may want to keep some things in mind when you go over to the technique of using groups / enrollment rules to load people into LPs.

  • Groups as of 10/2021 have great logic to pull off some pretty complex functions when you are running HRIS metadata into them to support grouping people for your organization.
    • But groups will not pull off just everything (well just yet :grin: ).
    • A technique/trick - you may want to flatten some of your automatic group needs before you bring it into your Docebo instance. For example, we add a new employee group custom field to handle a range of a person that is with the organization for X days….that is a piece of logic you will not be able to pull off just yet as groups do not support evaluating date ranges.
    • Groups cannot evaluate the status of users (not yet :grin: ) nor a few other system related fields you may want to evaluate. Here is a tip though - If you are working with the automation app to load your peeps? You may want to load the active/inactive flag your using to activate and deactivate users into a custom field so you can evaluate it.

    • In the current state - enrollment rules leverage groups moving forward - they do not historically load others that have met the group criteria before the enrollment rule was activated.
      • You can manually load those for stragglers for a one time deal….and then moving forward you will be in good shape.
    • If you are looking to cascade curriculum from one LP to the next, you wont do that with group criteria (not yet :sweat_smile: )
      • My understanding - the current workaround would be to check the status on the courses inside of the LP.
  • LPs also have some nuances to them….it is for another article in another place...but I promise you it is covered elsewhere in this site...this is especially important if you set a deadline to them
  • OH One other thing - a quickie methodology to do a bulk load into an LP with a static group?
    1. Create a custom user field
    2. Generate a user upload CSV file to do a user upload with that custom user field (I have a field called static groups...not to imaginable)
    3. Add a flag in that column for the CSV file for all of your peeps that should be getting bulk loaded
      • TIP two fields can do it all for you if your users already exist? And you are just looking to flag them
    4. Bulk load your users from the Users interface
    5. Go into Groups and create a new one
      • set it to automatic
    6. Set the appropriate condition - I would also name the group something so that I know what flag made the group.
    7. Save the group
    8. You then have options (and you would not have loaded people one at a time) on how to proceed
      • Enroll with an enrollment rule
      • Directly load the group to the LP via the Learning Plans interface

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