Managing evaluation processes

Introduction

Your Docebo platform helps you manage and have great learning programs. It also allows you to measure the effectiveness and prove the impact of learning, thanks to learning evaluation.

With the Evaluation designer, you can manage your evaluation processes and questionnaires. It is a great way to think about evaluation in a global manner and not only at questionnaire level. The Evaluation designer is available for Superadmins.

To access the Evaluation designer and manage your evaluation processes, go to the Navigation menu > Content and delivery (folder icon) > Evaluation designer. Then, go to the Evaluation processes tab.

Requirements and limitations

For the evaluation process to work properly and populate data in reports, your platform must have at least one branch in addition to the root branch.
The learning evaluation process is currently not supported on Extended enterprise domains and for custom domains.

Two types of evaluation processes are available, one for e-learning courses and one for Instructor-Led Training (ILT) courses. Click on the evaluation process title to access it or go to the end of the row and click on the pen icon.

The Evaluation processes page is composed of two tabs:

Properties
Timeline

Properties tab

It includes three parts:

General: Displays the title of the evaluation process. This cannot be modified.
Details: Displays the subjects to which the evaluation process applies and the methodology (e-learning or ILT). The details on this vertical tab cannot be modified.
Status: Allows you to select the confidentiality status of the evaluation process. The selected status will become the default status of the evaluation process but you can still change it at course level.
- Confidential: Nobody will be able to see which respondent has provided a particular answer.
- Nominative: Superadmins can identify which respondent has provided a particular answer. Power Users with permissions for learning evaluations (Learning impact) can identify which respondents have provided a particular answer for the users assigned to them.

Timeline tab

On this tab, you can enable or disable questionnaires. The available questionnaire types vary according to the methodology (e-learning or ILT). To enable a questionnaire, activate the corresponding toggle. Learn more about the management of questionnaires.

Please note! The Learner initial questionnaire is enabled by default and cannot be disabled. It must always be included in every evaluation process.

The timeline also allows you to schedule each questionnaire. Learn more on scheduling questionnaires in the corresponding article.

Please note! While enabling evaluation from the Manage sub-menu, you can modify the strategy you have set for the evaluation process, enabling or disabling questionnaires.

Editing an ongoing evaluation process

If you need to change the properties of an ongoing evaluation process for a particular course, you must do it from the Manage sub-menu. The changes will then apply to the newly enrolled learners only. If you make your changes from the Evaluation designer at process level, they will not apply to any learners, whether already enrolled in the course or newly enrolled. Read the following paragraphs for more details.

Making changes from the Evaluation designer at process level

You have enabled evaluation for a course having enrolled learners
From the Timeline tab of the Evaluation designer sub-menu, you modify the properties of the evaluation process, enabling or disabling questionnaires
Then, the changes you have made will not be reflected in the evaluation process of the course. This is true for learners who were already enrolled and for those you enroll after making the changes.

Example:

For the e-learning evaluation process, you choose to enable the Learner initial questionnaire only
You enable evaluation for e-learning course A from the Manage sub-menu and the Learner initial questionnaire is sent to the learners enrolled in the course
You go to the Evaluation designer sub-menu and modify the e-learning evaluation process properties, enabling the Learner follow-up questionnaire
Both the learners already enrolled in course A and the ones you enroll later will receive the Learner initial questionnaire only but not the Learner follow-up questionnaire
Then, you enable evaluation for the e-learning course B. The new properties will apply, meaning learners will receive both the initial and follow-up questionnaires.

Making changes from the Manage sub-menu at course level

You have enabled evaluation for a course that has enrolled learners.
You go to the Manage sub-menu, select Change properties, and enable or disable questionnaires.
Your changes will apply to the learners you later enroll in the course.

Example:

For the e-learning evaluation process, you choose to enable the Learner initial questionnaire only
You enable evaluation for course A from the Manage sub-menu, and the Learner initial questionnaire is sent to the learners enrolled in the course
From the Manage sub-menu, you change the properties enabling the Learner follow-up evaluation as well
Learners who were already enrolled still receive the initial questionnaire only, while learners who are later enrolled will receive both the initial and the follow-up questionnaires

Please note! When an evaluation has already started and you change the evaluation properties from the Manage sub-menu, you can change the type of questionnaires you want to include. However you cannot select another questionnaire for each type.