Docebo Companion: Administration guide

Introduction

Docebo Companion is a Web Browser Extension (WBE) that brings relevant learning closer to where work happens. By integrating with the Docebo platform, Companion provides timely, contextual training based on the webpage you’re viewing - helping you access the right knowledge without switching tools. Alongside curated learning materials, learners can also use the AI search to quickly find answers or discover additional resources directly from the browser. Once logged in, Companion automatically recognizes the page you’re on and surfaces the most relevant content, making continuous learning easier, faster and more natural throughout your day.

Docebo Companion is a two-part system, a set of curated pages configured as spaces and a web browser extension that is connected to your platform.

This article is aimed at platform administrators who wish to learn about configuring Spaces for Companion.

More information

• For more information on the browser extension, please see Docebo Companion: Using the browser extension. 
• If you wish to install it as part of your organization's default browser policy please see Deploying Docebo Companion using Google Workspace.
• For frequently asked questions, please see Docebo Companion: Questions and answers.
• For more details about Companion's information security and privacy overview, please visit our Trust center page (opens in a new tab).

Custom properties and branding

Docebo Companion allows you to configure custom properties as well as the web browser extension's look and feel by changing the icon displayed in the floating button, the login title text and the primary color used.

Configuring custom properties

To access the custom branding area, go to Navigation menu > Content and delivery (folder icon) > Companion and then press the Properties tab and select Configure.

There, if you wish to enable a notification to install the browser extension to learners, press the checkbox marked Enable install message to the learners.

When you are satisfied with your changes, press Save Changes.

Configuring custom branding

To access the custom branding area, press the Properties tab and select Branding.

Updating the floating button icon
Drag and drop an image file into the file drop area or press Browse your files to select an image to upload.

Please note:

• The format of the image must be PNG
• The dimensions of the image must be 1024x1024px exactly
• The maximum filesize is 4MB

Updating the login title
By default the login title (the text at the bottom of the web browser extension, displayed when you log in and also serves as the text used in the browser extension for the drop-down menu), is set to Learn whilst you work. To change this text, enter your updated text into the Title textbox.

Best practice: Docebo recommends that you use the name of the platform that your users are familiar with such as Acme Academy.

• Updating the main color of Companion
  By default Docebo Companion uses #0C48D9 or rgb(12, 72, 217) as a default color value. To change the color, either enter the HEX code into the Color text box or press the colored box at the end of the text box which will open a color picker where you can select the appropriate color from within the displayed spectrum. Alternatively, you can use the dropper in the color picker window to select any visible color on screen.

When you are satisfied with your changes, press Save Changes.

Configuring domain access

Companion can be configured to accept either an allow-list or a block-list, giving you more control over where the browser plugin can be active.

Please note: You cannot create an entry for a domain that is listed as visible in the space area.

To access this feature, press the Domains access list tab and enable the checkbox labeled Enable access list of domains.

Next, you will be presented with a choice to configure lists for allowed or blocked domains. These lists are exclusive lists, meaning that any domain you place in the allow list represents the complete list of domains that Companion will be able to work with. Conversely, the blocked domains list represents the complete list of domains that Companion will not be able to work with.

Select your preferred list by pressing the respective radio button and then press the Add domain button to add a domain to your list.

In the resulting slide-in panel, give your entry a meaningful name and add the domain URL to be allowed or blocked. To finish adding a domain, press the Add button.

Tip: Adding https:// is optional in the domain URL field.

If you wish to add more domains, press the Add domain button for each domain you wish to add. If you wish to edit an added domain, press the Edit button in each domain's row. For deleting an entry, press the Remove button.

When you are satisfied with your changes, press Save Changes.

How long learners stay signed in

Learners sign in to Companion once and then stay signed in for 28 days. This length is fixed. Administrators cannot change it, and Companion has no setting for it. After 28 days, learners sign in again.

Configuring Spaces for Companion

A Companion Space connects a URL pattern to a list of content. The pattern tells Companion which pages show the side panel. To access Spaces, press the Spaces tab in Companion.

For your first access, you are presented with a blank screen inviting you to create a new Space. Press the + New button and select Space. The New space panel opens and takes you through four steps, Details, Destination folder, Content block details and Content block visibility.

In the Details step, fill in Space name, which is required and accepts up to 100 characters, and Space URL, which is also required. Then press Next.

Tip: You can use wildcards (*) in the URL you assign to a space:

Please note: 

• Pay attention to the complete URL you are associating, make sure to check if the URL uses www, for example.
• Pay close attention to the placement and usage of wildcards in the URL.

In the Destination folder step, select the folder where you want the Space to live. All spaces is the root of the folder hierarchy and is selected by default, so if you do not choose a folder the Space is created outside any folder. If you need a folder that does not exist yet, press the new folder icon in the bottom left of the panel to create one at the root without leaving the Space creation panel.

Press Previous if you need to go back and change an earlier step. Press Next to continue to the content block steps. In the last step, press Create and edit to create the Space and open it for editing. Companion confirms with a Space created message.

The next step is to assign content to your space. This will allow you to refine the type of content, which can be courses, assets as well as learning plans and certifications, that will be displayed when a learner visits this particular space. Different spaces can have different content criteria allowing you to, for example, assign courses pertaining to your HR guidelines when someone visits your HR system or display compliance learning plans when your users visit a finance site. To assign content to your space, press the Assign content button.

Next, in the slide-in window, you can select courses, assets or learning plans by pressing the appropriate tab. You may select up to ten items for each content block spread across these three areas in total. When you are done assigning content to your space, press the Assign button.

Please note: Companion shows only certifications created with the new certification model. Legacy certifications do not appear. For more information, see Managing certifications.

Next, press the Save changes button located at the bottom of the screen.

You can now change to the content tab of the space and review the content you have added. If you wish to unassign content from a space, simply press the Unassign button next to the content you wish to remove, then press Save changes at the bottom of the screen. If you would like to add more content, you can press the Assign content button to return to the content selection screen. Content can be reordered by dragging the items within the list to a new position. The order displayed in Companion will match the order you set here.

When you are satisfied with your choice of content, you may publish the space which will make it available to the browser extension. Change the drop-down menu marked as Unpublished to Published and press Save changes.

Please note: Companion refreshes its Space configuration at regular intervals while learners use it. Learners do not need to sign out and sign back in to see a newly published Space or updated content, but a change may take a short time to appear.

Setting who can see a content block

Every Space has content blocks, and you can add up to 5. Each block has a name, its own visibility setting and up to 10 content items. A Space always has the block Default content for all users. To limit a block to specific learners, open the block and, in the Visibility section, select Selected users. Then select one or more groups, one or more branches or a combination of both. A learner sees the content of a block if they belong to any of the groups or branches you select.

To show different content to different audiences on the same page, for example to sales and to support teams, add a content block for each audience. Audiences can overlap. A learner who belongs to more than one block sees the content from all of them.

Please note:

• Content that you assigned to a Space before content blocks were introduced moves into the block Default content for all users, so every learner who matches the Space URL keeps seeing it.
• Companion refreshes its Space configuration at regular intervals. When you change who can see a content block, learners do not need to sign out and sign back in, but the change may take a short time to appear.

Working with content blocks

In the Content block details and Content block visibility steps, you set up a content block and choose who can see it.

A Space can have up to 5 content blocks. When you reach this limit, Companion shows the message Content blocks creation limit.

You can delete a content block. Companion asks you to confirm and explains that learners assigned to the block no longer see its content. After you confirm, Companion shows the message Block deleted.

Learners see one list of content in the Companion side panel. The list includes the items from the block Default content for all users and from every other block that applies to them.

Viewing your Spaces as cards or as a table

The Spaces tab offers two views, a card view and a table view. Press the card icon or the list icon in the top right of the Spaces area to switch between them. The card view is the default, and Companion remembers your choice in your browser for the next time you open the Spaces tab.

In card view, each Space displays as a card showing its name, the URL associated with the Space, whether it is published and how many pieces of content are assigned to it. You can unpublish the Space by pressing the switch in the top right corner of the card, and return to the configuration screen by pressing the Edit button. To move the Space to a folder or delete it, press the ellipsis menu on the card.

In table view, your Spaces are listed in a sortable table with the following columns:

Press any column header to sort by that column, and press it again to reverse the sort order. At the end of each row, press the ellipsis menu to edit the Space, move it to a folder, unpublish it or delete it.

Below the table, the pagination bar shows which Spaces you are viewing out of the total, and offers an Items per page drop-down, a page number field and arrows to move between pages.

Searching and filtering your Spaces

Press the Search bar in the Spaces area and start typing to find a Space. Companion matches what you type against the Space name and its URL, and updates the list as you type. If nothing matches, Companion tells you that no results were found and invites you to try different search criteria or filters. Clearing the search box restores the full list.

To narrow the list further, press the All filters button, which sits next to the Folders button in the same toolbar. This opens a Filters panel offering three filters:

Once filters are active, the All filters button shows how many are applied, and each section header in the panel shows how many selections it holds. Press Clear filters to return every filter to its default. Closing the panel keeps your filters applied, and search and filters work together, so you can search within a filtered list. Companion remembers your search and filter choices in your browser.

Organizing Spaces into folders

As the number of Spaces grows, you can group them into folders. Press the Folders button in the toolbar to open the folders panel. It lists All spaces first, which is selected by default and shows every Space on the platform, followed by your folders in alphabetical order.

To create a folder, press the + New button and select Folder, or press the ellipsis menu on All spaces and select New folder. In the New folder dialog, fill in Name, which is required and accepts up to 100 characters, and optionally a Code, which accepts up to 50 characters, then press Create. Selecting a folder in the panel filters the Spaces list to that folder's Spaces, and Companion remembers which folder you had selected.

Please note: Folders sit at a single level under All spaces. You cannot place a folder inside another folder.

To rename a folder, press its ellipsis menu and select Edit. To remove a folder, press its ellipsis menu and select Delete, then confirm.

Please note: When you delete a folder that contains Spaces, Companion moves those Spaces to All spaces. The Spaces are not deleted.

To move an existing Space, press the ellipsis menu on its card or its table row and select Move to folder. In the Move to folder panel, select the destination folder in the folder hierarchy and press Move. Selecting All spaces removes the Space from its current folder without placing it in another one.

You can also move a Space from the Space itself. Open the Space, and on the Properties tab the Folder destination section shows a read-only Folder field with the Space's current location, written as the folder path, for example All spaces/CRM. Press Move to folder next to it to change the folder. The folder changes immediately, without pressing Save changes.

Please note: Folders organize your Spaces for your own convenience only. Placing a Space in a folder does not grant any other administrator access to it, and folder-based delegation is not available.

Tip: The configuration of learning spaces is optional. Companion can be used without learning spaces, allowing learners to interact with the AI functionality directly in their web browser.

Limits to be aware of