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Creating and managing enrollment additional fields

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Docebo module
  • Learn
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User level
  • Administrators

Introduction

Enrollment additional fields are additional pieces of information that are requested from learners when they enroll in a course to collect more detailed information that may be necessary for your company. The enrollment additional fields may vary depending on the context of the enrollment process. 

In general, the purpose of enrollment additional fields is to gather more specific and relevant information about the individual enrolling that is beyond the basic information required for identification purposes. This additional information may be used to tailor the training, understand the learners’ needs or expectations better, and ensure that your organization complies with regulations and policies.

Depending on the settings of the enrollment additional fields, either learners fill them in when self-enrolling in courses from catalogs, or Superadmins and Power Users (with granted permissions) fill them out when enrolling users from the Course management area. Depending on their configuration, enrollment additional fields can be mandatory and/or visible to learners.

Creating enrollment additional fields

To create enrollment additional fields, log in as a Superadmin or Power User, and navigate to the Admin menu by clicking on the gear button in the top right corner of the page. Click on Course management in the E-learning section, then move to the Enrollment additional fields tab. 

Select the type of enrollment additional field from the Add dropdown menu, then press the Create button. The available options are date, dropdown field (up to 300 elements per dropdown), text field, iframe, and free text field.

In the pop-up box, select the language of the field name, which is how the additional field will be presented to users, then type the field name into the corresponding text box. It is mandatory to set the field name in the platform's default language. Set whether the enrollment field is requested for all courses or only for a specific category of courses. If you set the option to apply the field to a category of courses, select the category using the dropdown menu. 

Next, set whether the field is mandatory and visible to users. If it's mandatory, the user or the Superadmin/Power User must fill in the enrollment additional field at enrollment time. If the field is mandatory but not visible to users, the Superadmins (or Power Users with granted permissions) will have to fill in the additional fields when enrolling users into the courses, since they will not be able to do it by themselves. In this scenario, users will be able to freely self-enroll in courses. 

Press Save changes to complete the creation procedure.

The new field will then be listed in the Enrollment additional fields tab. You can edit the field by pressing the pen and paper icon or delete the field by pressing the X icon in the field's row.

Please Note! You can create up to 50 enrollment additional fields.

General rules on enrollment additional fields

  • When users self-enroll in courses using either enrollment codes or enrollment links, they will not be required to fill in the mandatory additional fields.
  • Enrollment additional fields are not prompted when:
  • Dropdown enrollment additional fields require the internal ID of the value you insert in the element list, not the value itself. The ID can be fetched via API. Further information about the Docebo APIs.
  • It is not recommended to enroll users in multiple e-learning or Instructor-Led Training (ILT) courses belonging to categories assigned to different mandatory enrollment additional fields, as this may affect the enrollment processing. This applies both to massive enrollments executed from the Course management area and when using the Manage seats menu.

Creating iframe enrollment additional fields

Iframe additional fields are used to open external websites on the course enrollment page, not during the enrollment procedure. 

To create an iframe enrollment additional field, select the iframe type of enrollment additional field from the Add dropdown menu, then press the Create button. 

In the pop-up box, select the language of the field name, which is how the additional field will be presented to users, then type the field name into the corresponding text box. Set now Iframe URL and the iframe height. 

Since some sources of external content may have security mechanisms, you must utilize an OAuth client you set up in a previous step and add a Salt secret for the iframe. Then, select the OAuth client from the dropdown menu, if necessary. By providing the salt secret, you are adding a checksum to the data, ensuring that the credentials for this access are maintained securely. More information on salt secrets (opens in a new tab). 

As for the other enrollment additional fields, set whether they are visible to users. Press Save changes to confirm the field creation.

Please note! Iframe additional fields cannot be set as mandatory fields.

New enrollment additional fields for already-enrolled users

When you create new enrollment additional fields and assign them to courses with learners already enrolled:

  • If the new enrollment additional field is not visible to learners, they will not be prompted to complete it when accessing the course page. However, Superadmins and Power Users will be able to fill it in by editing the enrollment. This applies to both mandatory and optional fields.
  • If the course is available for purchase via e-commerce, and enrolled learners have already completed at least one mandatory enrollment additional field, they will not be prompted to fill in the newly added field. This applies to both mandatory and optional fields.
  • If the new field is a dropdown, the behavior when editing the enrollment from the Course management area differs by course type: