Training credits for e-commerce

Introduction

This article covers how to set up and manage training credits on your platform. Training credits are a virtual currency that can be used in place of money, to purchase learning content. 

Types of training credit wallets

When you set up training credits on the platform, you can choose between:

• Personal wallets: Every user automatically gets their own individual training credit wallet
• Shared wallets: You must manually configure a number of “shared” wallets, defining for each wallet who is allowed to use it.  

How are training credits granted

• A Superadmin can freely set the number of credits in any wallet (personal or shared). 
• With personal wallets, Power Users can transfer some of their own credits to their learners’ wallets. 

Purchase of training credits

You can optionally configure a training credit shop, where training credit packs are made available for purchase. The purchase of training credit packs can be restricted to Power Users only, or opened up to learners as well. 

• On platforms with personal wallets, learners can purchase training credit packs for themselves, while Power Users can also purchase training credit packs on behalf of their users. 
• On platforms with shared wallets, users can purchase training credit packs to top up any of the wallets accessible to them. 

For information about the learner experience with training credits see the article Learning with training credits. 

Prerequisites

The training credits feature is available only with the eCommerce Pack. Contact your Docebo representative for more information.

In addition to the eCommerce pack, the prerequisites for the configurations described in this article are that:

• An e-commerce shop is set up on your platform, as described in the article Selling content online with e-commerce.

Specifically, this means the e-commerce feature is active on your platform, you have configured its default currency and one or more payment methods, and put up some learning content for sale.

Enable the training credits feature

→ Superadmin only

The training credits feature can be enabled from the E-commerce management page. 

In the header, click the gear icon to open the Navigation menu. Then, under Configuration (spanner icon) > E-commerce, click E-commerce setup. This will open the E-commerce page, where you can see two tabs: 

• The Currency setup tab shows the previously configured currency settings for e-commerce on the platform.
• In the Training credits tab you can enable and configure the use of training credits.

To enable training credits, click the Enable button, and in the dialog box click Confirm to reload the platform and apply the changes.

Please note: When training credits are enabled, a background job is triggered to set the training-credit prices* of the learning content on the platform at a fixed 1:1 exchange rate with the default currency.

• This means that, for example, a course costing $100 will be initially priced at 100 credits.
• You can then go on to manually edit the prices in training credits of your learning content. See the chapter Set a custom price for learning content.

*The background job applies a 1:1 price in training credits only to content which does not already have a price in training credits. It will not overwrite any pre-existing prices.

After the platform reloads, you will see some additional settings. Here you can choose:

• Wallet mode: Whether the platform will use individual wallets or shared wallets. Personal and Shared wallet cannot coexist in the same domain, but you can customize the wallet mode in each extended enterprise client.
• Training credit settings: Whether users can purchase content only with training credits or also with money.
• Training credit shop access: Whether you want to sell training credit packs, and if so which user levels can purchase them--Power Users and/or Users. For more information see the article Setting up the training credit shop.

→ If you set training credits as the only method, you must later ensure that you assign some training credits to wallets, or make training credit packs available for purchase.

At this point, all the learning content that is available for purchase on your platform will have: 

• A price expressed in training credits - this may be the default price set at a 1:1 exchange rate with the default currency, or a custom price that was set manually.
• Also a price expressed in currency, if you set the option that allows this. 

Now to be able to purchase content with training credits, your users will need to have some training credits available.  You can accomplish this in two ways: either directly initialize some training credits in their wallets, or create training credit packs which they can purchase.

Configure training credits on extended enterprise clients

→ Superadmin only

For extended enterprise platforms, when you enable the training credits feature on your main domain it will be automatically enabled, with the same options, on all extended enterprise clients that do not have custom settings for e-commerce. See the article on extended enterprise > e-commerce tab.

On extended enterprise clients with custom settings for e-commerce, training credits will not be automatically enabled when you enable them on the main domain. You will need to configure them manually.

You can also use custom e-commerce settings to selectively disable training credits on one or more of the extended enterprise clients, or to set distinct options for training credits. To do this:

1. Select Navigation menu > Configuration (spanner icon) > Platform setup and tools > Extended enterprise management.
2. In the table, locate the row of the extended enterprise client for which you want to enable training credits, and on the right hand side click the gear icon.
3. The configuration page for this extended enterprise client will open. In the left hand navigation, click E-commerce.
4. Select the check box Enable training credits for this client.
5. In Wallet mode, set whether you want to use shared wallets or personal wallets on this client.
6. If you want users to purchase content exclusively with training credits select the check box Set training credits as the only purchase method. Leave this check box clear to list content prices in both currency and training credits.
7. In Training credit shop access, set the user levels that can access the shop on this extended enterprise client. Deselect both options to hide the training shop altogether.
8. When you are finished click Save changes.
   → The platform will reload to apply the changes.

Once training credits are enabled, users of this extended enterprise client will have access to the related features (training credit shop, training credit wallet, ability to purchase learning content using training credits) as configured in the custom settings (if enabled) or in the main domain (if no custom settings).

Please note: Remember that in order to enable training credits on extended enterprise, the training credits feature must be enabled on the main domain. If you disable training credits on the main domain, they will be automatically disabled on all extended enterprise clients as well.

Set a custom price for learning content

→ Superadmin, or Power User with Courses/Edit permission and visibility on the course.

Once training credits are enabled, you can change the default price that was assigned in training credits, and set custom prices for the content on your platform.

1. Select Navigation menu > Content and delivery (folder icon) > Courses.
2. In the Courses tab, hover over the row of the course, click the ellipsis icon and select Edit.
3. In the Course Properties tab, select Advanced settings > E-commerce.
   • If the option The course is on sale in catalogs is not already set, select it and enter the price of the course in currency.
4. Set the price for the course in training credits. This does not have to be the same as its price in currency. When you are finished, click Save changes.

Similarly, to set a custom price for a learning plan:

1. Select Navigation menu > Content and delivery (folder icon) > Learning plans.
2. In the Learning plans tab, hover over the row of the plan, click the ellipsis icon and select Edit.
3. In the Properties tab, select Catalogs and e-commerce, select the option The learning plan is on sale in catalogs, if not already set, and configure the desired prices in currency and training credits.

→ If you set the option to Allow the purchase of individual courses from the learning plan, you can also go on to set custom prices for those courses.

Note for extended enterprise: when you change the price of a course or learning plan, in either currency or training credits, the change applies to all the extended enterprise clients, as well as to the main domain.

View the wallets in the platform

→ On the Training credit management page, Superadmins can see all personal and shared wallets. Power Users with Purchase on behalf permission can see only the personal wallets of their assigned users.

Once training credits are enabled on your platform, you can view and manage the wallets on your platform from the Training credit management page.

To access it, select Navigation menu > Configuration (spanner icon) > E-commerce > Training credits. Here you will see:

• User wallets tab: This contains a personal wallet automatically created for each user of the platform. 
  → Power Users will see listed here only the personal wallets of their assigned users
• Shared wallets tab: This contains any shared wallets that you have configured on the platform. 
  → Power Users do not see this tab

Please note: Although both personal and shared wallets are visible here on the training credit management page, users will only be able to access the type of wallet (shared or personal) you have activated on their platform or domain via the training credit options.

User wallets tab:

Shared wallets tab:

Assign training credits to wallets

→ Superadmin only

You can directly initialize the number of training credits in any user’s personal wallet, or in any shared wallet, from the Training credit management page. With this method you can increase but also decrease the number of credits contained inside a wallet.

Edit the balance of a personal wallet

With personal wallets: Learners can use their credits to enroll themselves in learning content on the platform. Power Users can use their credits to purchase content for themselves or on behalf of other users, and they can also transfer credits from their own wallet to other users.

To edit the balance of a personal wallet:

1. Select Navigation menu > Configuration (spanner icon) > E-commerce > Training credits.
2.  In the Training credit page, select the User wallets tab.
3. You will see a list of all the wallet owners with the training credit balance of each one.
4. Hover over the row of the user whose training credit wallet you want to edit, and click the gear icon that appears.
5. The User wallet page opens and shows you the training credit balance for that user.
6. From here you can:
   • Click Edit balance, and in the dialog box enter the new number of training credits you want this user to have, then click Confirm.
   • Click Zero balance to remove all the training credits from the user’s wallet. In the dialog box, click Zero balance again to confirm.

Edit the balance of a shared wallet

With shared wallets: Designated wallet “purchasers” can use the credits to enroll designated “beneficiaries” in learning content. Depending on how the wallet is configured this may mean that learners can enroll themselves, or that Power Users can enroll their learners, or both. See the article Configuring shared wallets.

To edit the balance of a shared wallet:

1. From the Training credit management page, select the Shared wallets tab.
2. You will see a list of all the shared wallets configured on the platform, with the credits balance, beneficiaries and purchasers of each one.
3. Click the [wallet name] or the pencil icon on a wallet’s row to open its configuration page, then click Edit balance.
4. In the right panel that opens, under New balance enter the new number of training credits you want this wallet to contain, then click Update.

For more details see also the article Configuring shared wallets > Credits balance.

Check wallet transactions

You can check the transactions of a personal or shared wallet, to review all the operations that have added/removed credits from that wallet, or re-initialized its balance.

Check user’s personal wallet transactions

→ Superadmin, or Power User with Purchase on behalf permission and visibility of the users

To check the personal training credit wallets of users, and review their transactions:

1. Select Navigation menu > Configuration (spanner icon) > E-commerce > Training credits.
2.  In the Training credit page, select the User wallets tab.
   → You will see a list of all the wallet owners who are visible to you, with the training credit balance of each one. Here you can also see your own wallet.
3. Hover over the row of the user whose transactions you want to view and click the gear icon.
   → The user’s wallet page will open. Here you can see the user’s balance again.
4. Select the Transactions tab to view the list of the user's transactions. For more information see the chapter Wallet transaction types and categories.

Check shared wallet transactions 

→ A Superadmin can check any shared wallet from the Training credit management page. A Power User can check only the shared wallets for which they are purchaser, from the Your shared training credit wallets page.

For a Superadmin: 

1. Select Navigation menu > Configuration (spanner icon) > E-commerce > Training credits.
2. Select the Shared wallets tab and, in the list of wallets, click the [wallet name] you want to check.
3. This will open the wallet’s configuration page. From there, select the Transactions tab to see the list of transactions on this wallet. For more information see the chapter Wallet transaction types and categories

For a Power User:

1. In the platform header click the coins icon and select Access your wallets. 
2. You will see a list of all the shared wallets for which you are a purchaser. Click the [wallet name] that you want to check.
3. This will open the wallet’s page. From there, select the Transactions tab to see its list of transactions made by users assigned to you as resources. For more information see the chapter Wallet transaction types and categories.

Wallet transaction types and categories

The following table summarizes how the training credit transactions on a wallet are displayed. 

Spend your personal training credits on behalf of others

→ Power User with Course catalogs / purchase on behalf of other users permission, and visibility on the user and on the course. (NOT superadmin)

On a platform with personal wallets, if you are a Power User with the requisite permissions, you may also have the option of spending your own training credits on behalf of other users:

•  In this case, when you choose the purchase option Buy with training credits for a piece of learning content, you can then select whether to Buy for myself or Buy for another user.
• Set the Buy for another user option and select the registered user for whom to buy this item using your training credits. They will be automatically enrolled when you confirm.
  Note: The recipient you select must have visibility on the course.
• Once the user’s enrollment is confirmed, you can click Back to course to return to the course page and repeat the process to enroll other users.

The process is similar for purchasing a learning plan or ILT session for another user.

Transfer your personal training credits to another user

→ Power User with Course catalogs / purchase on behalf of other users permission, and visibility on the user (NOT superadmin)

If you are a Power User with the requisite permissions, you may have the option of transferring training credits from your own personal balance to another user’s personal wallet.
→ To check how many credits you have available in your own wallet, click the coins icon in the header.

1. Select Navigation menu > Configuration (spanner icon) > E-commerce > Training credits.
2. In the Training credit page, select the User wallets tab.
   → here you will see listed the wallets of all the users assigned to you as resource.
3. Hover over the row of the user wallet into which you want to transfer some credits and click the arrow icon (transfer credits).
4. In the Transfer credits dialog box, enter the number of credits you want to transfer. You will see a preview of how your own balance will be affected by the transfer of credits. Then click Confirm.

The credits will be subtracted from your wallet balance and added to the recipient user’s wallet balance.

Please note: When you check your own wallet, the credit transfer transaction will appear as a negative value, with an indication of the beneficiary.

Use a shared wallet to enroll learners in content

→ Power Users with Purchase on behalf permission

On platforms with shared wallets, you may have access to one or more shared wallets that you can use to enroll your users in learning content.

Check your shared wallets:

To check which shared wallets are available to you, click the coins icon in the header. The My training credits panel will show the total number of credits available to you in all shared wallets. Underneath, in the Shared wallets tab, you can see how many credits you have available in each wallet.

See who you can enroll with a shared wallet:

Depending on their configuration, the shared wallets displayed here may allow you to:

• Use the wallet credits to enroll yourself in learning content
• Use the wallet credits to enroll other users (wallet beneficiaries) in learning content

To see more details, click Access your wallets, and from the list of wallets click a [wallet name]. If the wallet can be used to enroll other users, you will see a Beneficiaries tab, listing the beneficiary branches and groups.

→ You can use this wallet to enroll any user who belongs to one of the beneficiary branches and groups.

Note: If you do not see a beneficiary tab, it means you can only use this shared wallet to enroll yourself in content. For this, follow the learner flow as described in the article Learning with training credits > Spend your training credits.

Use the shared wallet to enroll a user:

On any piece of learning content that has training credits available as a purchase option, you can now click Buy with training credits. Then, in the window that opens:

• Under Purchase recipient select Buy for another user and in the User field enter the name of the user you want to enroll.
• Next, under Select wallet choose the shared wallet that you want to use for the purchase. The list will only show those shared wallets for which the user is a beneficiary. Also make sure that the wallet you select has sufficient credits for the purchase. An alert will let you know if your selected wallet doesn’t contain enough credits.

When you are ready click Confirm. The selected user will be enrolled in the learning content.

Disable training credits

→ Superadmin only

When you disable training credits, all the related features (such as the training credit shop and training credit wallet) will no longer be available on the platform.

To disable training credits on your main domain:

1. Select Navigation menu > Configuration (spanner icon) > E-commerce > E-commerce setup.
2. Select the Training credits tab and click Disable. Then click Disable again to confirm.

→ Whenever you disable training credits, the platform will reload to apply the change.

For extended enterprise platforms:

Disabling training credits on the main domain will also disable them on any extended enterprise clients.

To disable training credits only on a specific extended enterprise client:

1. Select Navigation menu > Configuration (spanner icon) > Platform setup and tools > Extended enterprise management.
2. Click the gear icon on the row of the extended enterprise client where you want to disable training credits.
3. In the left hand navigation click E-commerce, select the check-box Enable custom settings for this client, and then deselect the check box Enable training credits for this client.

For more information see the chapter Configure training credits on extended enterprise clients.

Audit trail events

The following training credit transactions are logged in the audit trail:

• Purchased item using training credits
• Purchased item for another user using training credits
• Edited training credit balance in user wallet
• Transferred training credits to another user
• Purchased training credit packs
• Purchased training credit packs for another user