Introduction

Once you have activated one or more Docebo subscriptions, you can manage them directly from the Docebo Usage Dashboard that Superadmins can reach from within their platform.

The Usage Dashboard allows you to keep track of your active users and domains and gather better insights on the areas requiring more engagement and focus by providing an overview of your subscription plan and current usage for the following:

• Docebo Learn
• Docebo Content
• Docebo Content Classic
• Branded Mobile app
• Extended Enterprise domains

The current usage is shown as Active Users for Docebo Learn, Docebo Content and Docebo Content Classic and tokens for the Branded Mobile app and Extended Enterprise domains.

The Usage Dashboard provides a centralized view of how the Docebo platform is being used and helps to better understand who and how is playing content and what areas can be improved.

In addition, the Usage Dashboard allows you to download the Active users report.

Requirements and limitations

• Registered users cannot exceed 5X Monthly active users (MAUs) or 3X Yearly active users (YAUs)

Accessing the Usage dashboard

To access the Usage Dashboard, log in as the Superadmin, then click Usage dashboard in the platform header to open a quick recap of your platform usage.

From this box, click Go to Usage dashboard to access the main page of the dashboard offering an overview of the current usage of your subscriptions.

The page is called Plan overview and lists the following details for every Docebo module:

Your Plan

• Service period: the timeframe of your plan
• Active users plan: the number of active users included in your plan
• User bank plan: A User Bank is a pre-determined and pre-purchased plan which acts as an active user buffer for a given twelve-month timeframe. The User Bank does not replace the Monthly Active Users plan but is a supplementary yearly bank of users used in months in which there are planned or unplanned spikes in monthly active users. This product is recurring for the term of the agreement as of the date it is added. The User Bank Plan section is not shown if you do not purchase it.

Current Usage Period

• Active users: the number of active users in the current service period
• User bank: if you purchased a User Bank plan to manage extra active users, this field represents the number of extra active users remaining for the current period. It is calculated as the total number of users included in the User Bank plan minus the number of users included in the plan already used. The User Bank section is not shown if you do not purchase a User Bank Plan.

In case of warnings or overdue payments, an alert message will inform you about it.
If your license is for a multi-platform environment the Plan Overview page lists a card for every platform composing your plan.

If your plan includes Docebo Content, Docebo Content Classic, the Extended Enterprise app, or the Branded Mobile App Publisher app, move to the corresponding tab for an overview of the same details for the respective apps.

Viewing and downloading invoices

The Invoices area of the Usage Dashboard main page lists all of the invoices you have already paid, those still waiting for payment, and the credit notes.

Every row in the table corresponds to an invoice or a credit note and includes the invoice number, its issue date, whether it is an invoice or a credit note, the payment method, the payment status and the total amount paid.

Monitor the Status column for alerts that will inform you when payments are approaching their deadline and in case of overdue payments.

The table is ordered chronologically and lists the last six invoices and credit notes. If your payment history includes more than six invoices and credit notes, click on View All Invoices to access the full list.

Click on the download arrow to download the invoice or the credit note on your device.

Exploring and downloading the Active users report

The data displayed on the Plan Overview page refers to the current billing period. To access and navigate the history of your data, click on Usage data history at the top of the page.

Use the Period dropdown to set the period you wish to view: either the last 12 billing periods agreed in your plan (default option) or a custom period. When selecting the Custom Period, click on Cancel to go back to the 12 billing periods.

Data is shown by default in chart view, highlighting the usage trend compared to the current plan. Click on the dots of the usage line to get detailed information about the billing period, the number of active users, users in the bank (if you purchased a User Bank Plan), and exceeding users (if applicable). Click on Download CSV to download the anonymized Active Users Report, or insert your email address to receive it in clear.

Select the table view for a different display mode.

You can start one download at a time. If you need multiple Active users reports, make sure the first download is completed (you have received the report) before requesting the next one.

Data in the Active users report

Here follows the list of data composing the Active Users Report you can download from the Usage Dashboard.

Managing your contact details

The Billing, Product, Security and DPA contact email addresses are now set in Admin menu > Advanced settings under Email preferences.  See the article Managing the platform advanced settings. 

Automatic notifications

You will be automatically contacted via email in the following situations:

• When 90% of your active users/tokens plan is reached
• When 100% of your active users/tokens plan is reached

Audit Trail

The following events related to the Usage Dashboard are tracked in the New Audit Trail, you can filter them in the Usage Dashboard section:

• User accessed Usage Dashboard
• User downloaded Active Users report CSV with clear information

Definition of Active user

Users are considered Active Users for a given period according to different parameters, which vary depending on the Docebo product or module as follows: