Bulk enrolling users into a Learning Plan

Thanks for the insight @jason.moore! 

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 ).
  • 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 ) 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 )
    • 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

I have a follow up question to your last part here. We are in our implementation and therefore will need to enroll a number of users in to learning plans and would like to be able to do so via csv. 

Since our users will already exist in Docebo, could this be our process?

1. generate user upload csv of enrollments for each learning plan
2. create a group for each learning plan that needs to have enrollments imported
3. upload csv enrollments for each learning plan to each learning plan group
4. go to each learning plan and enroll users by group

Or is there something simpler?

Also, if we were to do it this way, we would still have to go into each course to update the status of enrollments for courses from within the learning plan that are completed already, right? 

Or is there something much simpler I’m missing?

Thanks!

Since our users will already exist in Docebo, could this be our process?

1. generate user upload csv of enrollments for each learning plan
2. create a group for each learning plan that needs to have enrollments imported
3. upload csv enrollments for each learning plan to each learning plan group
4. go to each learning plan and enroll users by group

Hi @ariel.zimmerman - your steps are perfectly logical and work fine. It supports what we do often.

You can play with enrollment rules to remove step 4 if you want to do things a bit more dynamic. You would replace that step if you are going to have an ongoing level of need to deploy to those groups - but then you are putting an app (Enrollment Rules) in the middle of things, and you will want to follow an order of operations to begin using the enrollment app pretty immediately.

Sorry I missed something:

Also, if we were to do it this way, we would still have to go into each course to update the status of enrollments for courses from within the learning plan that are completed already, right? 

If you are looking to re-enroll in courses, you may want to consider archiving your enrollments for your groups prior to mapping.

I don’t think we want to re-enroll in courses. But the courses that are in learning plans will showed as “enrolled” for the users, correct? So if a learning plan has 6 courses, and they’ve completed 3 of them, is there a way to mark those 3 complete short of doing it manually? I hope that makes sense.

@ariel.zimmerman 

if you use the same courses that the person was already enrolled in? And they are already completed them - no need to remap them or to change the enrollment status as completed manually. I believe as soon as the LP enrollments are detected, the LP will go to in progress because of the completed courses in the LP for the user.

I find the requirement for the Learner ID to be exceptional challenging for Learning Plans.  I do not understand why this is necessary to have.

Having groups created, to upload a csv of learnings, to help manage learning plans we created for “one-off” is slightly crazy.

Otherwise, it is a lot to train a PowerUser how to find Learner IDs...