[JUNE 2023] Live in Sandbox: Multiple Course Completion and more!

Very good news! Two questions:

1. Will the multiple course completions work for courses for sale with e-commerce? Will the archived user have to pay for the course again, or will they be able to re-enroll without repurchasing? We would require a second purchase transaction for these courses. 
2. Will we be able to process refunds with the Stripe integration and will they have to remain outside the platform?

HEADS UP on Archiving 

We noticed when using this feature that notifications are sent out so if you are archiving an old record, both for learning and ILT, any notifications based on the “un-enrol” from course or session are sent out. This caused a mass of confusion for our users when they received an email saying they were unenrolled from a session they attended and completed months ago.

Support suggested we turn OFF the notifications when archiving however this is not sustainable and would also not send out any notice to users or admins who are actually performing a proper unenrolment from a course or session.

In addition, there is no specific PU permission set to control archiving only. According to the KB article, this features comes with the ability to delete enrolments which is something most admins need anyway.

Another area where we found gaps are reports...the dashboard and summary reports have no option to view archived records and there is no mention that there may be archived records. So that leaves us with custom reports only. Unfortunately there is an issue with the custom reports as well. If you include user custom fields in your reports, archived records omit these in the report output leafing blank cells everywhere...

Hoping the product team can address these issues before the release hits production.

Maybe its just me, and I am not trying to be a downer here.  I thought the ask for multiple completions of a course was to allow for users to enroll in a course a second time and show a completion without any admin intervention?  Isn’t the certification app supposed to be used for the example use case of a recurring training?  I will need to see how this functions and also how this displays in the reports engine before making any judgements, but first impression I am not feeling as if this is hitting the mark.

For ILT if a course enrollment is archived with ‘In Progress’ status and the session is still in progress, does the session get archived too so that the user can enroll in new sessions or do they still have to be unenrolled from the session?

Archiving will push any record with a status of Enrolled, In Progress or Completed to the archive database. I do not understand the purpose of archiving someone with a status of enrolled or in progress. That said, it will allow them to enrol in a new session anyway regardless of the status that was archived. 

@lrnlab The main use case I can think of offhand to archive an in progress or enrolled would be to be able to reassign and have notifications trigger.  Just as in the example provided, which seems to be the solve for annual trainings to be done based on enrollment month vs completion date, admin would need to archive all enrollments and then assign audience again to have notifications trigger to all.

Our team is excited to hear that multiple course completions has rolled out to Sandbox for everyone. Is there an ETA on when it will go live in  production? Thank you all for the hard work you’ve put into preparing this feature.

We hope to use the feature for similar use cases mentioned in this bulletin--to re-enroll learners without needing to create a new course. This will be a great help for refreshing training under the same course title that renews each quarter or year, and renewing expiring courses, while helping make the administration of it scalable.

@lrnlab thank you for the heads up on reporting gaps, good to know and I’ll keep an eye out for that.

@kfortenb This feature will be available in the June release (end of June)!

@erin.brisson  Wow! That is great! Thank you for your reply. This will really help out our stakeholders who have been anticipating this feature.

Excited about the multiple completions feature. Question: When a course is set for recertification and a learner clicks renew now does their previous completion auto archive? 

I’ve been looking forward to multiple completions for a long time. And I have to say this is not what I was expecting. When I thought of multiple completions of a course it was to allow for users to take a course multiple times without the need of admins. Allowing the user to see a new completion date as well as an admin the ability to report on each date the completions happened.

This looks to need admin intervention unless I am missing something here, we already have the ability to let users re certify using the CERTIFICATIONS & RETRAINING app and take the same course and report on it. 

I agree with a few comments here. We also hoped users would be able to retake courses without admin involvement. We currently use Certifications for this, but its a complicated process to set them up and guide users through it. If this new update doesn’t allow for users to archive/retake courses directly, can the Renew Now option for Certifications be added to the course landing pages to make it easier to find?

This is my question as well - our courses renew annually but at ‘the one year after you last did it’ point, not everyone needing to be reset at the same time (or some newer staff would be repeating a course only a week or two after they last did it!). So we use the certifications and renew feature.

We currently have to export the completions via API to our HR system so that we can maintain a full historical record. So we do want to be able to see previous completions on Docebo.

But, with archiving of completions, how will it work with renew?

Has anyone figured out if it’s possible to import enrollments in the “archived” state? We have a course that learners need to re-take every 3 years. When we migrated to Docebo last year, I purposely omitted any records over 2 years old to avoid issues with multiple enrollments. I’d now like to import the historical records but need them be loaded as archived, as many of the learners have “current” enrollments.

Looking at the Multiple completions from a Admin perspective, manually having to select all the users on a per course basis seems like it’s going to be cumbersome at best.  Is there a process using a CSV file to archive a single course for multiple users, multiple courses for a single user or multiple courses for multiple users?  Or better yet, have an option when a user is enrolled in a course to have an expiration period (not a certification) assigned at the time of enrollment, or, have expiration periods assignable in a learning plan which would auto archive the course at the end of the expiration period.  We have situations where users in a specific role (persona) have to retake certain training, some yearly and some bi-annually.  Being able to assign the frequency a course needs to be taken in a learning plan (and specific to the learning plan frequency settings) would allow us to assign different frequencies based on the persona.  AND, automating the archiving and re-enrollment would be extremely time saving. 

Will there be an API endpoint for archiving enrollments?

It’d be great if our service that registers learners via API could make a call to see what enrollments currently exist for that user, and if the new enrollment is a dupe, archive the original.

Nevermind, I just did a browser inspect. It looks like it’s all under /enrollment/v1/

How do those archived enrolments look when synced to Salesforce? 

This go.learn change is actually quite huge. 
 

Now we just need iframes on pages!

How does Archiving work with ILT classes? One of the things we struggle with is structuring ILT and events and sessions because a student can not enroll in more than one session within an ILT class. 

Will Archive and reenroll allow someone to retain credit for a past session and enroll in a future session? This would solve several problems related to multiple credits and tracking. 

Looks like it. I just tested on our sandbox and it archived the previous course.

I got excited about multiple completions, read the article and then felt disappointed.  This is just more admin work.

We just a need a way for users to have the ability to retake any course more than once without admin intervention.

This just looks like an overcomplication to me and doesn’t feel like progress.

The need for auto-archiving a course for multiple course is the “big wait” we are after.

Where archiving and establishing multiple completions for a course works well when you are still in a windowed deployment and you dont want to copy a course….less learning objects, more weight on the reporting. It seems like there are some gotchas for the reporting components  @lrnlab points out above  - so it becomes critical to really think of these as an archived record.

The key for recertifications? Is to support a “roaming” approach. A person self starts A, completes A - they meet the criteria for B and they are mapped to it.

Everyone with a sandbox? What does an archived learning record look like from the learner/user summary?

LOL - In my example: B is still A > just “later”.

Hello!  Will team managers be able to re-assign classes after they archive the current enrollment? Thank you!