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How do you capture the training needs of your learners?

  • February 24, 2026
  • 2 replies
  • 39 views
S
Helper III
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Hello everyone,

 

I’d like to tickle your brains on this topic and ideally get your input on what’s possible or not on Docebo and how you might be handling this topic with your learners.

For context, at my company we do performance reviews twice a year, outside of Docebo (in Workday). At the same time, during those campaigns, we’d love to capture the training needs of our employees. In the past, we used a free form where employees could enter their needs but it turned out to be a nightmare to process the data (reading every single entry for over 1500 employees). 

Ideally, it would be possible to capture this information on Docebo but we can’t find a way to do so. We were considering using surveys or check lists for that purpose.

The problem with surveys seems to be that they need to be attached to a course and are anonymous, which means we can’t follow up on the needs individually. Check lists looked great at the start, but the information can’t be extracted via reporting and the way they’re launched in terms of population included is not ideal.

We also used other tools to capture the information (MS Forms), but the fact there is basically no connection to Docebo isn’t helping.

In our ideal world, learners would have a form (or something similar) on Docebo, where they could add courses from the platform directly that they would like to take and also indicate their preferred delivery format (elearning, (v)ILT). The data captured in that form would then be extractable via csv. Similar to a wishlist feature if you want to think of it like that, just with a bit more information. And to add another level of complexity, this process would be collaborative between managers and direct reports in the sense that the employee submits their needs and the manager reviews and approves (that’s what we liked about the check list). 

 

I hope it’s more or less clear what I mean with the above. It seems simple but it’s kind of difficult to explain.

Hence my question to you: Are you doing something similar in your environment? Or do you have ideas for an easy process? I’m open to suggestions/ideas and brainstorming :). 

 

Cheers,

 

Stefan

 

2 replies

E
Contributor II
  • Elaine_Barnes
  • Contributor II
  • February 25, 2026

Hi!

 

If I’m understanding you correctly, all of the training that a person could request is already in your platform.  You are wanting them to have a way to request it and the manager to approve it?  Or does your team need to review it first?

 

When you say right now you are using a ‘free form’ - do you mean this was a Workday built form?  

I am not familiar with the internal configurations of Workday - but if you wanted the individual to submit something and the manager to approve it - wouldn’t Workday offer that through the review cycle? Or is the issue that there is no way to export all of that data together?

 

You mentioned that  getting the data out of the ‘free form’ was a nightmare because you had to read all of the data for each person. What would be different in your experience if you did use a Docebo survey, but added a question for ‘what is your name?’ and ‘what is your email?’ to make it not anonymous? Wouldn’t you still have to read it?  When you shared the ideal scenario, you said you wanted a .csv - what do you want the .csv for?

 

From what I’ve seen there is no manager approval process in Docebo LMS.

 

I am not super techy, so there most likely is a better way to do this, but since you mentioned MS Forms you must have Microsoft products. The approach I would try to build would be a Microsoft List and Power Automate if knew:

  1. I wanted to know who was making the request
  2. I wanted to indicate who their manager was
  3. I wanted learners to select course that already existed
  4. I wanted all the data in one place
  5. I wanted to trigger manager approvals
  6. I wanted to automate email notifications

In a Microsoft List (hosted in a stable SharePoint, not a personal OneDrive) I would create a list with all the courses you think they would select. Not really sure the scope of your catalog, but let’s assume it is reasonable. I’d start with just a few items here as you build out your mock up for testing.

Create another List. You could use the People Picker option for columns for a person to select themselves and in another column their manager. This would avoid typos. Then do a lookup column referencing the list of course you already created.

Full transparency, I am not familiar with how approvals work in Power Automate personally, but it is pretty clear from this YouTube: https://youtu.be/uqdfGNKM5Os?si=yQQ5GX35p5mE26jw .  The instructor here mentions using PowerApps, but I personally would probably just use the List Form feature to have people submit their requests.  For this to work I think you would have to tell people they need to submit a Form for each request - meaning the manager would get an email and have to approve or deny 1 request at a time.  I would test out and confirm that there would be no concurrency issues if multiple requests are submitted at the same time.  If you have a department that specializes in PowerAutomate - I would recommend consulting with them.

So this approval PowerAutomate would allow you to have your learners submit requests and route to managers for approval.

You then would have to decide what you want the next part to be - does your team then need to be notified of which courses should be assigned? Or are their department admins that would need to be informed.

Those notifications aren’t included in the linked video here, but would be possible depending on what you want the next step to be.  You might choose to use notifications from Docebo to your learners - or you could utilize Power Automate to notify the learner of approval or rejection of their request.  I would say that if you include ‘comments’ in the approval or rejection, the manager would probably assume the learner could see those.

You could export the data from the Microsoft List. If you decide to mock this up - be sure to see if what is coming out of your export meets your needs. 

This link to the form for submission would still be something you would need to put somewhere.

NOTE: It could be put in a Docebo HTML training material, but you can’t get reporting that a person actually ‘clicked’ it through Docebo.

 

Sorry for the long response - I hope this is helpful. 

    S
    Helper III
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    • StefanW
    • Author
    • Helper III
    • February 27, 2026

    Hi Elaine,

    thank you for your response! 

    Yes, we have all the trainings on Docebo. We gave the observation checklists a try because they partially do what we would like to have. Have a list of the courses that the employee can choose from and submit to their manager and the manager can approve or reject. The problem with that was you can't extract the data as a report.

    Your approach sounds very interesting and from a process perspective looks pretty much what have in mind as well. On our end though, it's likely not feasible to do it like this. First, we're migrating from Microsoft to Google. Maybe there would be other solutions but it would likely be even more complex. Which is the other issue for us. We want to keep it as simple as possible. Having several tools involved, maybe even connectors etc. wouldn't work for us.

    I find the idea of using the survey though and asking for additional details (like name etc.) interesting. It would allow us to keep it all in the same tool and the data would be extractable via csv (we might use it for en EIB, but that's not decided yet).

    Thanks again for sharing your approach and ideas!

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