New Starter Automatic Enrolment

Sorry, I hope you don’t mind me jumping in, I don’t have the answer for you but I am trying to achieve the same thing with some WHS ILT sessions for new onboarded learners. Hoping to find some answers to the process in your thread as well 🤞

At least for eLearnings it’s possible to accomplish this with the use of User Additional Fields, Groups, and Enrollment rules.

New users have an additional field signaling they’re a new user, which then adds them to an automatic group that has that additional field value as eligibility criteria. Anyone from that group will be enrolled to a course with the help of an Enrollment rule, which links the onboarder group with the onboarding course. Not sure how it functions for ILT, though, maybe some additional steps or API solution would be needed.

Hi ​@daniela.asker,

I agree with what ​@asaxberg has suggested. But I do want to highlight, that if you used an enrollment rule to automatically assign the user into an ILT course, they would have the option of choosing which session they enrolled in, even though they’d be ‘force’ enrolled into a course.

From an Admin point of view, if you do something like this and auto enroll them into an ILT w/o a session, it makes it fairly easy to filter by “users without a session” inside of the ILT and as an administrator assign those folks into the relevant session. That would work using just UI fairly simply if onboarding was something that only happened once a week or month.

If it were to happen daily, hourly, etc. that could be more challenging as an administrator. I might consider exploring Docebo Connect as an option to help automate placing those users.

Hi ​@Moustach3  (and ​@daniela.asker )!

As @INoahGuy_Lrnlab and @asaxberg pointed out, native Docebo enrollment rules will only get your new starters to the ILT Course level. The native UI won't automatically place them into a specific session or trigger the calendar invite without the learner selecting the session themselves or an admin intervening (you can verify the standard behavior in the ILT Enrollments documentation).

If you want a truly seamless, "zero-click" experience for the learner where the induction simply appears on their Outlook calendar, you will need to use an automation platform.

When I was designing the complete learning system architecture and workflows for platforms at Playtika and Mobileye, we used Docebo Connect to handle this exact logic as part of the broader ecosystem. Here is the pattern that holds up best:

1. A webhook triggers when a user is added to the system or a "New Starter" group.

2. The Docebo Connect recipe searches for the next available induction session with open seats.

3. It directly enrolls the user into that session (which natively triggers the calendar invite notification).

A crucial catch we found: You have to account for what happens if there isn't an open session available in the system! In our architectural design, we configured the flow so that if it couldn't find an open session, it automatically sent a message to the instructors alerting them that they needed to open a new induction session to accommodate the backlog.

Before diving into a Docebo Connect build, I always ask teams to weigh the options: is your daily/weekly volume of new starters high enough to justify building the integration, or does doing a quick weekly batch-enrollment from the "users without a session" admin UI suffice for now?