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Question

Setting multiple enrollment parameters on a single course

  • May 1, 2025
  • 4 replies
  • 76 views
cwaters
Novice I

We have run into an issue where we have a single course requiring multiple enrollment configurations running at the same time. This particular course is created in our platform via API and can not be duplicated (which is how we currently handle this situation).

We opened a ticket with Docebo looking for recommendations and were told, “I was unable to find a creative solution to make it so that the validity period is dynamic based on multiple factors. You are able to do this with a CSV sheet, but that would mean you would need to upload a CSV sheet each time, and it would not be retroactive to future enrollments from that group. I did check in with my senior colleagues as well, and they have confirmed that this is not possible.”
 

So my team and I are looking to see if any other Docebo client has run into this and determined any hacks to make this work.


Enrollment criteria we are trying to establish on a single course:

  • Scenario 1: One time enrollment of a group of employees assigned on a specific date with a specific due date
  • Scenario 2: On-going enrollment of new hires, that meet certain criteria, to be assigned on their first date with the assignment due, relatively, 45 days later
  • Scenario 3: Current and future employees, that do not meet the criteria above, should be able to access, self-enroll/uneneroll at any time, with no due date

Any ideas?

- Cathy Waters
A

4 replies

dklinger
Hero III
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  • dklinger
  • Hero III
  • May 1, 2025

​@cwaters - hi. What a totally interesting pickle you have.

Can you talk through a little why the course cannot be replicated?

Is it doing something dynamic with training materials?

lrnlab
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  • lrnlab
  • Hero III
  • May 1, 2025

Now that enrolment rules have the option to install an “end of validity date”, if you create a rule for each user group, you should be able to control the due dates and/or enrolment proprieties with the rules. 

cwaters
Novice I
  • cwaters
  • Author
  • Novice I
  • May 1, 2025

​@dklinger Because the vendor that “sends” over the courses from their platform, via API to our platform, will not duplicate them. 

- Cathy Waters
dklinger
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  • dklinger
  • Hero III
  • May 2, 2025

​@cwaters - thanks. I am following you.

So lets start with that you have 3 needs but they do not need to be exclusive of each other (in other words - working with three courses). Working with duplicate courses could make some logistics maybe a little easier, but as I re-read your criteria - I think you should be good to work with a single course and just lean heavily into manual, automatic groups and different reporting for your different needs.

For group 1. One-off scenario can be pointed at a course without a challenge. If you need a metric for them, put those one-offs into a manual group so that you can pull the metrics without much fuss.

For group 2. If you can auto assign with an enrollment rule on the hire date (a typical onboarding strategy) or their orientation date, that should be good. I personally have not tested ​@lrnlabs suggestion, but it maybe able to play a part with the 45 days after.

 If you are “in good” with your HRIS team, then you may want to ask them to setup a type of user custom field (that will act as a type of counter). Just tell them when you reach 45 days from the hire date, the flag should change to a Y. By doing that, you should have enough detail to map a person to a different automatic group and to a second enrollment rule to said course. 

Scenario 3 is more of an open catalog vs closed catalog question - and something that can be done with course catalogs /menus / pages in unicen without much fuss.

Now we use group reporting often to understand 1 and 2 often to work with a same course. And we almost always map to an open catalog. We have in the past also used learning plans to help us understand the containership of our business needs. For example, we use the same course, but put the course into an annual training plan and an onboarding training plan. The annual is the one-off scenario. The onboarding is the auto enroll scenario.

So - if I didnt totally confuse you. I can walk you through what we do where we do something very similar to what you are describing. The only thing we dont do is work 100% of our workflows through the same course. But I would say we pull off all three of what you are saying with the same course without any challenge.

As you would like and if you have a moment - DM me. I would be happy to talk with you a little more.

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