Docebo Notifications: dos and don’ts

The Docebo Notifications app is a great tool that allows Admins to send reminders to targeted users. Your challenge is to use it wisely to engage Learners while avoiding overwhelming them with too many emails.

Setting up a notification consists of three steps:

  • Choice of event.
  • Template and shortcodes configuration.
  • Choice of targets and configuration time.

Here are a few tips for optimum notifications management.

How to: Events

Notifications are triggered by specific events taking place on the LMS and their associated conditions like schedule, audience, and user type, level, etc..

Docebo provides a plethora of events. Make sure you only activate notifications that bring value to your learners experience and make your administrative job easier.

Disclaimer: when choosing Superadmins as recipients of a notification note that all Superadmins on the platform will be notified, even if they have no other ties to the event that triggered the notification.

Best practice: when launching the LMS to a wide audience, it might be useful for you the “User has been created by Administrator” event. This notification does not have to be sent at the time of user creation, you can manually send it to everyone later on, by selecting multiple users from the Users page and clicking on the choose action button at the bottom right.

How to: Templates

Notification and email templates can be written with HTML, you can write your own code from scratch or customize the Docebo examples.

If you want to maintain consistency for all the notifications on the platform the template is the first thing you need to think about: replacing the template later on, after you have already created your notifications and composed the notification’s body, will result in a lot of copy and paste and a high risk of making mistakes.

Best practice: Outlook look and feel. Outlook on Windows is not the best to ensure expected look and feel when it comes to Docebo notification. Any other email provider is more consistent, including Outlook on Mac and Outlook web. Our advice: build all of the customized look using tables, the CSS module that defines how to lay out table data. This solution will adapt the layout to any email provider view.

How to Shortcodes:
The list of available shortcodes varies by event, and only the shortcodes listed in the section under the description area may be used in creating a notification for the event you are working on. To avoid formatting errors it is a good practice to use copy and paste instead of trying to type them out.

Best practices: the “User has been created by Administrator” event allows to use the [user_password] shortcode which is substituted by the “Reset Your Password” link that will send a new email to the new user containing a link to create their password, instead of providing one.

Best practices for Extended Enterprise: when editing a notification as a Superadmin on an Extended Enterprise LMS, pay extra attention to be logged on the domain you originally created the notification from. Editing a notification created on a different domain will result in an URL base change for short-codes.
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We hope this article helped you learn more about notifications in Docebo. If you have any other tips or tricks, please share it with us!

For more information, please contact us at info@apprendere.eu  or check our website www.apprendere.eu

Thank you for visiting and see you in the next article!

 

 

Difference between SCORM and xAPI

SCORM and xAPI are data exchange file formats used for tracking learning activities on e-learning platforms such as Docebo. Let’s analyze their main characteristics, functionalities, and differences so that you can choose which one to use in your digital platform.

SCORM:

The SCORM (Sharable Content Object Reference Model) format is a commonly used reference protocol for creating and distributing educational content, including multimedia and interactive elements, on digital e-learning platforms. This model is widely used because it can track various parameters on LMS platforms, such as viewing time and quiz responses with their respective scores. Moreover, the SCORM format allows learners to resume the course from where they left off, without having to start from the beginning.

In order to get a SCORM package, it is necessary to rely on an Authoring Tool (e.g. iSpring, Articulate Storyline, Lectora, etc.), that allow to create and publish both content and interactive activities including course quizzes. During the publication process, it is possible to choose the SCORM format compatible with the LMS being used (the Docebo platform supports SCORM 1.2 and SCORM 2004 3rd edition versions), and once published, the authoring tool is going to produce a .zip file to be uploaded to the platform.

SCORM packages are compatible with all major e-learning platforms, allowing for the reuse and sharing of the same training content on different LMS.

xAPI:

xAPI, on the other hand, is a standard for tracking learning experiences on different environments and systems, not just on LMS platforms, but also on websites, applications, and social networks. To track various activities, xAPI uses “statements” and a Learning Record Store (LRS). “Statements” are declarations set during the creation of xAPI, which contain specific requests for all the learner’s activities to be tracked (e.g. what action was taken, by whom, when, and how many times). The LRS, instead, is where the responses of the “statements” are going to be stored and then organized into both analytical and statistical reports.

In order to get an xAPI, an Authoring Tool (e.g. iSpring, Articulate Storyline, Lectora, etc.) is also needed, as per the SCORM protocol, to create slides and interactive activities for the educational material being developed. Then, the xAPI tracking must be implemented by inserting the “statements” into the corresponding slides, in order to track the various assertions in the LRS. Once the tracking is set and the xAPI is created, it can be published on an LMS platform (Docebo also supports this format), a website, or a mobile app. Finally, the LRS must be configured to collect and store all the declarations sent by the xAPI. It should be noted that the creation of an xAPI varies depending on the Authoring Tool and LRS used, it is therefore necessary to follow the specific guidelines.

When using xAPI tracking, it is possible to create very detailed reports on learner activities. Moreover, due to the flexibility of the “statement” structure, specific and personalized requests can be made based on what needs to be monitored to extract increasingly detailed reports and offer a more diversified user experience.

SCORM vs xAPI: Comparison table between the two standards

  • SCORM: tracks learning experience only on LMS, lack of customization in data tracking; tracking follows a hierarchical structure.
  • xAPI: Tracks any learning experience on mobile apps, social media, simulators…etc, possibility of customizing data tracking options.

For more information, please contact us at info@apprendere.eu  or check our website www.apprendere.eu

Thank you for visiting and see you in the next article!

 

Create and manage new custom reports

Create and manage new custom reports

Do you need to know and analyze information regarding courses and learning materials on the platform? Do you want to know and analyze learners’ progress in their training courses?

The Docebo LMS platform allows you to process various types of reports that can provide you with all this information. It is also possible to schedule custom reports to be sent to you, to receive them automatically by email.

OPTIONS AVAILABLES

To take advantage of this feature on the new reports page in the platform, there are two tabs: 

  • Quick Summary Reports and Dashboards“: to view various preset reports showing data in .pdf format or downloadable interactive detail dashboards in .pdf or .xls format.
  • Custom report builder“: to create reports with custom settings, starting from some available templates with already selected fields( e.g.: users/courses, groups/branches – courses …etc).

Finally, depending on the apps active on the platform, additional reports are available to analyze additional data 

You can also use the reports with the automation app to automatically perform actions on the platform data depending on how your rule is set up.

In case you have not found what you are happy with, Docebo can build Query builders, which are ad hoc reports based on your needs that are also visible to Power Users.

With the extended enterprise installed, reports must always be created either from the main domain or from the sub-domain associated with the data and report users to allow them to be viewed (in fact, they are not visible if they are outside your subdomain).

SCHEDULING

Once you have defined the custom report, you can schedule it to be sent automatically by email to recipients even outside the platform. You can enter up to 25 recipients; be sure to press the Enter button when you enter the email addresses, otherwise, they will not be handled properly and scheduling will not work.

Also remember to define data visibility permissions, as recipients will see all the information in the report, regardless of the visibility restrictions they have set in the platform.

DISPLAYING DATA IN REPORTS

Reports can be viewed via preview, but keep in mind that with the transition to the new repository, data may not always be visible or up-to-date, so we recommend downloading the relevant file (available formats are .csv and .xls).

Please note that with the new management of Webinar (ILT) courses, instructors are no longer counted as enrolled course users, so pay attention to report filter selections so you can be sure you have included or excluded them in the report.

Finally, pay attention to the time zone: the time zone used to save dates is always UTC regardless of your platform’s time zone; therefore, the dates in the reports may differ by one day from those set in the filters.

For more information, please contact us at info@apprendere.eu  or check our website www.apprendere.eu

Thank you for visiting and see you in the next article!

Transform Your Learners’ Experience: Build a Map that Encourages Discovery, Coaching, and Knowledge Sharing

Ask yourself this question: “How did you learn to do your job?”

Perhaps you are part of a large company and have received onboarding materials or completed some courses. However, if we are being honest, much of what you know now has likely been taught to you by one or more experienced colleagues. In the end, you probably turned to them for guidance and learned the most from their knowledge and expertise.

There is an enormous amount of knowledge that lies beneath the surface, passing from one person to another. Just imagine if there was a single platform where everyone in your company could share this knowledge and where it could be stored for future reference.
This is where Docebo Discover, Coach, and Share come to your aid. With these tools, you can easily access and share knowledge with your colleagues, making it easier to learn from one another and grow together as a team.

 

The “70-20-10” model, created by researchers M. McCall, M. Lombardo, and R. Eichinger, suggests that 70% of training occurs through experience and sharing, 20% through learning from others, and only 10% through formal training such as structured courses. This underscores the importance of a well-structured social learning experience.
Implementing such an experience can keep your employees engaged in the company’s learning ecosystem and reduce the workload of the Learning and Development team in creating content tailored to each user on the LMS. By encouraging social learning and knowledge sharing among employees, you can help foster a culture of perpetual learning and improvement within your organization.

 

As an LMS administrator, the first thing we suggest is to carefully plan the entire social learning experience. You may want to involve your Marketing and Communications team in the creation of an editorial plan that explains the changes employees will see on the platform and introduces them to this new feature.
By proactively communicating with your employees and explaining the benefits of social learning, you can encourage participation and ensure a smooth transition to the new system. 

Here are some additional suggestions you may want to consider:

  • Use Channels to share informal content such as videos, links, and PDFs. Docebo Discover, Coach, and Share settings allow you to choose which sources can be shared on your channels, preventing unwanted content from appearing on the platform.
  • Choose a specific topic for each channel. Consider selecting topics that employees have expressed interest in or that you believe are relevant to them and not covered by formal content.
  • Start with a small number of channels (e.g. 3 or 4) to help employees become familiar with the new tool and to allow for easy monitoring of the social learning experience.

For each channel, it’s important to identify at least two or three experts who can address any questions that your employees may have. Having multiple experts ensures that questions are always answered promptly and that there is always someone available to provide assistance. This can help reduce response times for end-users and prevent questions from being left unanswered.

Collect feedback from the individuals who are using the new feature can be an effective way to improve and refine the social learning experience for your employees.

Creating a well-structured social learning experience requires a lot of effort and planning. At APPrendere, we have extensive experience in developing social learning experiences with Docebo Discover, Coach, and Share. Our team of experts is dedicated to helping you develop your project and ensuring that learning remains at the heart of everything you do.
If you’re looking for guidance and support in creating a social learning experience that engages and empowers your employees, don’t hesitate to reach out to us. We’re here to help you every step of the way.

For more information, please contact us at info@apprendere.eu  or check our website www.apprendere.eu

Thank you for visiting and see you in the next article!

How to Set Up the Managers and their Teams via CSV File

Often, out of necessity and for convenience, we find ourselves using the csv file to import users into the platform, so why not use them to create managers and their teams within the platforms too?

Let’s see together how to make the procedure as easy as possible by following these simple tricks.

First thing first, what is a manager?

In the Docebo platform, a manager is a person in charge of a team (or multiple teams).

You can create up to ten different types of managers according to your needs; a single user may be more than one manager simultaneously.

The manager does not depend on a level, so a manager could be an admin, a power user or even a normal user.

 

What you need to know to create your csv file

You probably know that with csv files it is possible to import a large amount of data.

In Docebo some fields are case sensitive, therefore the information in the csv file that you want to import must be reported in a precise format or match exactly what is present on the platform; for instance, the branches must be written exactly as they are in the platform, therefore with any capital letters, underscores, spaces, and so on.

When you want to create the manager/team structure, you need to pass three info: 

  1. Which user is the manager;
  2. Which type of manager this user is;
  3. Who are the team members.

According to the Docebo guidelines, once you’ve decided all the managers you’ll need, you can import them using a csv file; 

In Docebo there is a particular field “Is Manager” and it is a yes/no field.

Whether a user is a manager or not should be inserted as the first information; because Docebo background job reads the csv file from top to bottom and so first it creates a manager and then the relations among the users.

To make the procedure smoother, the best solution is to create two separate csv files: in the first one, you may put the username and the “Is a manager” field, and in the second one you establish all the connections.

 

How to structure your csv file

Let’s get practical! In order to complete your manager/team creation via CSV file, as we said, you need to create two different files to upload. 

In the first one, you’ll need a column for the username and a column for each type of managers that you want to create (below an example)

In the second one, you will establish the connections between manager and team members. 

For instance: Jane is the “Manager type 1” of John and John manages a team of his own. 

If you want Jane to see her team and also John’s (in this case Mary), John needs to be a “Manager type 1” too. Below you can see how your CSV file should look like to achieve this configuration: 

 

We hope that this article helped you learn more about manager creation via CSV file in Docebo. If you have any other tips or tricks, share it with us, we’re keen to read you! 

Also, learn more about  new web application for the massive download of certificates fully integrated with docebo LMS in the video below.

https://www.youtube.com/watch?v=Qx17y2OP3us&t=3s

 

 

For more information, please contact us at info@apprendere.eu  or check our website www.apprendere.eu

Thank you for visiting and see you in the next article!

Certificates: Tips and Tricks

Have you ever created a certificate on your Docebo platform?

If so, you may have noticed that it could be a challenging activity.  With our tips and tricks, you can become a certificate guru

First of all, you need to decide the language in which you will create your template. That’s because the language won’t change based on the user’s language. For this reason, we suggest you choose a common language for all your certificate templates. If you need to have more than one language, you should create a course for each language and associate the corresponding template to it. 

 

Less is more

When creating your template, please consider inserting just the necessary information. You can unleash your creativity using images and colors as a background, when doing so remember to keep an eye on the text readability and color matching. 

The best layout is usually created with few well-spaced elements. 

Images

You can work with images such as logo, background and frame, by uploading them as a background image. 

Here the suggested size for your image: portrait 1810  x 2560 pixel – 150 dpi; landscape 2560 x 1810 pixel – 150 dpi.

Supported formats are: JPG, PNG, JPEG e GIF. 

In our experience, we suggest you to use JPG formats to avoid any readability issues after certificate download. 

Tags and Additional Fields

Below the text box of your certificate template you can find a list of tags arranged in categories that you can use to shape your certificate. These tags are dynamics, this means that according to the case they will be replaced with the actual information needed. 

 

Most commonly used tags are [display_name], [course_name] and [date_completed]. This last tag shows the date in the following format: dd/mm/yyyy. If you wish to change your date format this tag can be customized according to Docebo guidelines

Among the available tags, there are the course additional fields that you created, so if needed you can create some course additional fields specific for certificate creation. The course additional field for the signature is the most frequently used by our clients: it is a free text field, in which you can insert an image of the signature that should be placed in a certificate. You can have different signatures for different courses. 

When you copy paste a tag in your certificate template, make sure you paste it without formatting or you may see a gray box in the background of your tag. 

 

Using Tables

If you type in a free text in your template, it will be difficult to place it correctly on the page, and if you use a certificate tag like [course_name], you may risk that it will be truncated because you don’t have enough space before your frame. To avoid all this, we advise you to create a table that will help you by creating margins to your certificate template. 

You may create a table with three columns and three rows and you can place your text in the very center. If you have not edited any certificate yet, you may find a table sample in the template, created by Docebo, called “Certificate sample”. 

By clicking on the “source code” button (<>), a window with the HTML code of the template will appear. You may edit your certificate directly from there. If you do so, we recommend using percentages to modify your tables. 

Once you have created your certificate template you can easily replicate its layout in another template by copying the HTML code and pasting it in the source code window of this new certificate template. 

Also, learn more about  new web application for the massive download of certificates fully integrated with docebo LMS in the video below.

 

We hope that this article helped you learn more about certificate template creation in Docebo. If you have any other tips or tricks, share it with us, we’re keen to read you! 

 

For more information, please contact us at info@apprendere.eu  or check our website www.apprendere.eu

 

 

Thank you for visiting and see you in the next article!

 

 

What are the benefits of an LMS

Created in Italy and currently setting the benchmark for e-learning worldwide, Docebo has been partnering with APPrendere since our beginnings. At APPrendere, we are experts in Docebo. We work together every single day, digging deep to pinpoint the exact needs of our clients and find the very best solution for each and every one.

Why should a company use an LMS? What benefits does it offer?

There can be very specific advantages depending on the sector and the scenario the client wants to establish. If we want to understand generally what the main benefits of an LMS are outside of this, we could list them as follows:

    • Reducing L&D costs: full or partial digitisation of classroom courses (reduction of logistics costs for on-site training) and rationalisation/reuse of learning content.
    • Reduced training time for employees, customers and partners: the opportunity to train people how, when and where you want significantly reduces time spent on training for all recipients, regardless of the type of use case implemented. 
    • Automation: the ability to partially automate the organisational side of L&D activities (registration, reports, notifications, etc.) helps improve the efficiency of processes by reducing the number of people needed to manage the project. 
    • Compliance: training requires compliance with rules, which is easy to ensure with tools like LMS.
    • Tracking learners’ progress: the ability to track learners’ progress precisely allows you to understand what the main skills gaps are. Re-skilling or up-skilling policies can then be put in place to fill these gaps.
    • Talent discovery: social learning encourages the emergence of the hidden talent within a company.
    • Knowledge retention: social learning tools can help people retain what they have learned. This prevents the loss of important information assets, especially when key resources decide to leave the company.
    • Measuring the impact of training: spending so much time building complex training programmes and then not being able to track their effectiveness is often a limitation, but it can be overcome by adopting a modern LMS.

What about people? Is an LMS only useful for companies or does it make life better for learners, too?

Learners definitely get a lot out of it, too.  In short:

    • Gaining the skills needed for professional growth: an LMS gives learners access to an extensive training catalogue, allowing them to train on aspects that are of interest for their professional growth, regardless of the content proposed by the L&D team.
    • Engagement: a learner’s experience within an LMS should be engaging and stimulating. A good learning experience or advanced gamification tools greatly influence the learner’s impressions, with positive effects on the results they achieve.
    • Recognition of one’s talents: social learning helps students show off their skills and make them visible to the company. New SMEs (Subject Matter Experts) are increasingly found from use of these systems, which facilitate the process of discovering new talent.

How could you apply them to your company? What would change for the better, and by how much?

What is a Training Management System

Efficiency and speed in the administration and logistics aspects of courses. This is one of the benefits of digitalisation. We’ve already talked about Learning Management Systems and we’ll certainly be coming back to them, given how important they are. These systems are for creating and delivering e-learning courses, and are not optimised for classroom management.

Other systems with different features have been developed for this, known as Training Management Systems (TMS). We’ll be talking more about them in an upcoming webinar with our partner Training Orchestra. So for now, let’s just take a quick look at what they are.

In very basic terms, an LMS is used to deliver content, whereas a TMS is for the back office, i.e. administration and logistics. It helps organisations optimise the processes involved in delivering training in physical and virtual classrooms, offering a more efficient way to manage, track and sell courses run by a trainer.

A TMS provides support for activities such as calendaring, assigning trainers and resources to each room, and tracking costs analytically.

TMS and LMS are complementary systems. Therefore, organisations that have physical classrooms and digital tools may decide to invest in both types of software.

A Learning Management System is designed with course users in mind: it is used to organise content, it delivers the course and tracks progress.

Features of a TMS

A Training Management System, on the other hand, is designed around the needs of training administrators, such as training managers, training companies, heads of corporate academies, HR people, etc. A TMS typically handles back-office processes, including:

  • Organisation of logistics and resources.
  • Calendaring of courses: virtual classrooms, in-person sessions, etc.
  • Automated administration and centralisation of data.
  • Confirmation of registrationreminder emails.
  • Reports and business intelligence.
  • Monitoring costs and profitability, managing and optimising budgets.
  • Management of orders and invoices for the entire sales cycle, for training companies and extended enterprise.

We’ll have an opportunity to learn more about the features of a TMS and how it differs from an LMS during the webinar scheduled for 29 September 2021. We’ll be publishing all the details shortly. Stay tuned!