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.
How are training credits used
- Learners can use their credits to enroll in paid courses, ILT sessions, and learning plans without having to make any purchase.
- Power Users can use their credits to enroll themselves, or their learners, in paid courses. They can also transfer some of their credits to their learners.
How are training credits acquired
- Users can be granted a certain number of training credits by a Superadmin, or receive them via transfer from a Power User.
- You can also 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.
- Power Users can also purchase training credit packs on behalf of their users.
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 courses 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 Admin menu. Then under E-commerce click Manage. 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 Training credit settings. Here you can set:
- Whether users can purchase content only with training credits or also with money.
- Whether you want to sell training credit packs, and if so which user levels can purchase them. Power Users and/or Users. Deselect both options to hide the training credit shop altogether. For more information see the following chapter, Restrict access to the training credit shop.
→ If you set training credits as the only method, you must later ensure that you assign some training credits to users’ 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.
Restrict access to the training credit shop
Depending on how you are using training credits on your platform, you may want to restrict purchase of training credit packs to specific user levels, or not sell training credit packs at all.
Only Power Users purchase training credit packs:
One use case for training credits is to allow only Power Users to purchase training credit packs. Then those Power Users can:
- Use credits to directly enroll their learners in courses. See the chapter Spend your training credits on behalf of others.
- Transfer some credits to their learners’ wallets. See the chapter Transfer your training credits to another user. In this scenario the learners can use the credits they receive to self-enroll in paid courses, without having to make a money purchase.
- Purchase training credit packs on behalf of their users. See the article Navigating and managing your shopping cart > Purchase on behalf of another user.
Note that for all these actions, Power Users must have the permission Course catalogs / purchase on behalf of other users.
Hide the training credit shop altogether:
Another alternative is to not sell training credit packs at all. In this case you can still use training credits on the platform by having the Superadmin assign credits either directly to learners, or to Power Users who then administer the credits as in the preceding case.
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:
- Select Admin menu > Extended enterprise > Manage.
- 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.
- The configuration page for this extended enterprise client will open. In the left hand navigation, click E-commerce.
- Select the check box Enable training credits for this client.
- 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.
- In Training credit shop access, set the user levels that can access the shop. Deselect both options to hide the training shop altogether.
- 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.
- Select Admin menu > E-learning > Course management.
- In the Courses tab, hover over the row of the course, click the ellipsis icon and select Edit.
- 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.
- 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:
- Select Admin menu > E-learning > Learning plans.
- In the Learning plans tab, hover over the row of the course, click the ellipsis icon and select Edit.
- 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.
Assign training credits to users
→ Superadmin only
You can directly initialize the number of training credits in a user’s wallet from the Training credit management page. With this method you can increase but also decrease the number of credits that a user has available.
Learners can then use their credits to purchase 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.
- Select Admin menu > E-commerce > Training credit management.
- In the Training credit management page, select the User wallets tab.
- You will see a list of all the wallet owners with the training credit balance of each one.
- Hover over the row of the user whose training credit wallet you want to edit, and click the gear icon that appears.
- The User wallet page opens and shows you the training credit balance for that user.
- 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.
Check users’ wallets and transactions
→ Superadmin, or Power User with visibility of the users
You can check the training credit wallets of users, and review their transactions.
- Select Admin menu > E-commerce > Training credit management.
- In the Training credit management 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. - 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, as well as any recently purchased training credit packs. - Select the Transactions tab to view the list of the user's transactions: Here you can see the same information that is also visible to the user. See Transactions tab for more details.
Create training credit packs
→ Superadmin only
Training credit packs are preset amounts of training credits (for example, 200 credits) that are made available for users to purchase in the training credit shop. Power Users can also purchase training credit packs on behalf of other users.
You can create and edit training credit packs from the Training credit management page:
- Select Admin menu > E-commerce > Training credit management.
- In the Training credit management page, select the Training credit pack tab.
- You will see a list of all the training credit packs created so far, if any. Here you can delete or edit the existing training credit packs as well as create new ones.
To create a new training credit pack, in the top right corner select the + icon (create new pack). This will open the Create training credit pack panel, which takes you through the following configurations:
- (Only for extended enterprise platforms) The Associated domain for which you are creating this training credit pack. Each pack is specific to a domain.
- Name and Description for your new training credit pack. These elements influence how the pack will appear in the training credit shop.
- In the Training credits contained field set the number of training credits to be included in this pack. Then in Price and Currency set how much the training credit pack will cost to buy.
→ The field Conversion rate of training credits inside the pack will then show you how much each credit of this pack effectively costs to buy.
Note that you can freely set the prices of training credit packs so that a single TC costs more or less than 1 unit of default currency. For example you could make a pack of 150 credits cost €100.
When you are finished click Create and edit. A new panel will open where you can review the pack configuration, and change its settings if needed. Here you can also upload a custom symbol for the pack, that will be used to display this pack in the shop to end users. The recommended image dimensions are 700x350px, and maximum file size is 4MB.
Finally, click Save changes. The training credit pack you created will now be available in the training credit shop of the associated domain. Remember that only the user levels specified in Training credit settings for that domain will have access to the shop.
→ Note that packs are currency-specific. If you set a pack price in EUR, it will be visible only when the training credit shop is set to the EUR currency.
- If you subsequently want to edit an existing training credit pack, hover over its row in the list and click the pencil icon to open the pack configuration panel again.
- To delete a pack, hover over its row in the list and click the trash icon. Note that a deleted pack will no longer appear in the training credit shop, but it will still be listed in the transaction history of users who purchased it.
Spend your 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)
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.
Please note: When you check your own wallet, the transaction for the purchase on behalf of another user will appear with an indication of the recipient.
Transfer your 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 balance to another user’s wallet.
→ To check how many credits you have available in your own wallet, click the coins icon in the header.
- Select Admin menu > E-commerce > Training credit management.
- In the Training credit management page, select the User wallets tab.
→ here you will see listed the wallets of all the users assigned to you as resource. - Hover over the row of the user wallet into which you want to transfer some credits and click the arrow icon (transfer credits).
- 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.
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:
- Select Admin menu > E-commerce > Manage.
- 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:
- Select Admin menu > Extended enterprise > Manage.
- Click the gear icon on the row of the extended enterprise client where you want to disable training credits.
- 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