DISCLAIMER: This article describes the new management of classroom courses and webinars. Find out more about what’s new.
The main goal of your platform is to help you in creating and managing courses, from training material to the course layout and properties, up to course reports. Other than using your learning platform for e-learning courses, you can also take advantage of ILT (Instructor-Led Training) and VILT (Virtual Instructor-Led Training) courses in the platform to manage and deploy courses led by instructors either in a physical location (a classroom) or online (webinars).
As a Superadmin, you can monitor the course attendance and manage the course waitlist. In addition, you can upload training material in the course area (such as the slides used during the training, a video of the most important or key moments in the classroom, or the webinar recording) that learners will be able to access before, during and after the training, depending on your configuration.
All ILT and VILT courses are tracked for transcript and certification purposes, allowing learners to have full visibility of how their performance was evaluated. ILT and VILT courses are made up of one or more sessions, scheduled on pre-set dates.
You can plan, manage, and track a course that will be delivered in different sessions and locations, either fully on-site or fully online or a mix of both options. If needed, you can turn an on-site session into an online session on the go and vice versa, updating the session details.
This article is a guide on the creation and management of ILT and VILT courses, find more info on the Course Management page, on how to send the course URL to learners, and on decommissioned courses in the Introduction to the Course Management article of the Knowledge Base.
Refer to the Knowledge Base article on e-learning courses for more details on how to manage your e-learning courses.
Prerequisites for VILT (Webinar) Courses
Before configuring a webinar session for a VILT course, make sure you have integrated one of the supported webinar tools or you have set up your own custom tool.
To learn more about the third-party integrations with webinar hosting software, you can refer to the corresponding manuals in Docebo’s Knowledge Base: Zoom, GoToMeeting, Webex, Adobe Connect, Teleskill, Microsoft Teams.
Also, note that webinars can be attended on Go.Learn, the Docebo mobile app. Learn more about webinar sessions on mobile devices.
Prerequisites for ILT (Classroom) Courses
Organizing a classroom course includes the management of the locations and the classrooms needed to host the course. You can plan, for example, a course that will be delivered in different sessions and locations.
Before configuring an on-site session for an ILT course, the best practice is to create the location of the classroom session. Details on how to set up your environment are provided in a dedicated article of the Knowledge Base. Find out more.
Creating an ILT / VILT Course
In order to create a new ILT / VILT course, press the plus button in the top right corner of the Course Management page and select New Course. In the slideout panel, fill in the course title, the course description and select the ILT (Instructor-Led Training) course type.
Configure the course title so that it is simple and clear. Users should instantly understand the topic of the course upon reading the title.
The course description will help users to have a better idea of what they will learn in the course. You configure the description thanks to the available formatting options, as well as include links, emoticons, images and videos. When embedding videos and links, remember that you can only use the URLs listed in the Advanced Settings menu, E-Learning tab, Iframe Allow List section. Please note that URLs on the allow list do not accept wildcard characters, such placeholders as (*). Find out more on the platform Advanced Settings.
After the release of the new management of classroom courses and webinars, on January 26, 2021, all of the existing webinar courses and the related enrollments, sessions, webinar tools associations, and instructors will still be managed with the old experience, and their course type will still be set as Webinar. In addition, you can still create webinar courses by selecting the Webinar (Deprecated Soon) course type.
With the monthly release of the week at the end of July 2021, the courses set with Webinar and Webinar (Deprecated Soon) course type will be migrated to ILT (Instructor-Led Training) courses and managed with the new experience. The Webinar course type will be deprecated.
There will be no impact on the webinars already scheduled, but we strongly suggest you start using the ILT course type for the new webinars you are scheduling after January 26, 2021, as well as for the existing webinars, re-creating them from scratch. More details on the transition to the new management of classroom courses and webinars.
Optionally, assign a code to your course. Though it is possible to use the same course code for several courses, we suggest using unique course codes. If you try to use an existing course code, a warning message will inform you that the code is already in use, but the platform will not prevent you from using it. Press Create and Edit to create your course in the platform and to start configuring and managing it straight away.
Starting on November 12, 2019, when a course is created, the platform automatically calculates a unique alphanumeric ID, in addition to the existing course code. The course ID cannot be edited and will be calculated for the courses created before November 12, 2019 too but only when they are updated. The course’s unique ID makes it easier to identify courses in various areas of the platform and in the platform’s global search.
Move now to the Thumbnails section and choose a thumbnail for your course. Move through the available tabs to configure the advanced properties for your course, add training materials, and manage sessions and enrollments. Refer to the sections below for more info on each step.
When a course is created, its status is Under Maintenance. Remember to change the course status to Published in the publishing bar to make it accessible to users.
Configuring the Course Advanced Properties
Move to the Advanced Properties tab to set the advanced options for your course. This area collects several options and settings for managing different settings, specific to your course.
Adding Training Material and Course Widgets
Move to the Training Material tab to start adding training resources prior to enrolling students in the course. From this area, you can add and manage training material and configure the layout of the page of your course in the platform. Training materials will be shared among all of the course sessions. To add new training material, click the Add Training Material button, and choose the type of training material you would like to upload.
You can also organize training material into folders. Folders are very useful when you need to organize your material by topic or chapter. The root folder will take the same name as the course. Click on the Add Training Material button and then select New Folder in the dropdown menu to create a new folder. Define a name and save your changes. Once created, you can delete the folder or edit it by clicking on the hamburger menu at the end of the folder row in the training material area and then selecting the corresponding option. In case you want to delete a folder containing training material, the system will ask you whether you want to set the course as completed for users who have completed all of the other training materials in the course.
You can change the order of the folders by dragging them to the desired position. To add a subfolder, select the destination folder and once you are inside of it, create a new folder following the same steps described above. We suggest not going too deep in the hierarchy in order not to confuse users in the navigation. To assign a training material to a folder, drag it to the Folders area on the right.
Press Add Course Widgets to add specific areas to the page of your course, providing your learners with additional information about each session (such as the instructor name, related files, and Iframed content) and making their experience more interactive through comments, forums, and Q&A sections. Learn more about the course widgets.
Creating a New Session
In order to create a new session, while in the course management area, click on the plus button in the top right corner and select the New Session option.
Check out the Creating and Managing ILT Sessions article of the Knowledge Base for further information on sessions and events.
Move to the Enrollments tab to enroll users to the course and manage enrollments and waiting lists.
When users are enrolled in an ILT / VILT course (and not directly in an ILT / VILT session), they are placed in the course waiting list until they are assigned to a session. In order to enroll a user to a session, click on the ellipsis menu at the end of the user row and select the Enroll into Sessions option. Select the sessions where the user will be enrolled and either click on Enroll to directly enroll the user in them or on Add to Waiting List to place the user in the session waiting list.
In order to enroll a user in a session from its waiting list, move to the session Enrollments & Evaluations tab, and change the user’s status to Enrolled.
To view statistics related to the different sessions of the course, access the course’s main page, then move to the Sessions Statistics tab. On the top of this page, use the Session dropdown menu to select which session you want to view.
- Percentage and the total number of users that have passed the session.
- The total number of enrolled users.
- Total session hours.
- Basic webinar information, including the tool, date, time, and duration.
- A list of every user enrolled in the session, with their status, attendance, and final score.
From the Reports tab, you can view the course report and check course progress and statistics of users on courses and training materials, and check learners’ assignments.
Assigning a Course to Catalogs, Learning Plans, and Channels
You can assign and unassign courses in catalogs, learning plans, and channels directly from the course area. Click on the plus button in the top right corner of the page, and select Assign to Catalog, Assign to Learning Plan or Assign to Channel. Make your selection in the right panel that will open and press Confirm to complete your action.
The course associations to catalogs, learning plans, and channels are available in the corresponding tabs of the course edit view. From those tabs, you can check the associations already available for the selected course (if any) and also remove existing assignments. To do so, click on the ellipsis menu at the end of the course row and select Unassign.
As a Power User, when editing a course you will have visibility only on the catalogs for which you have editing permissions.
Duplicating an ILT / VILT Course
It is not possible to duplicate ILT / VILT courses as a whole. You can duplicate the sessions composing the course, as well as the events composing the course’s sessions. More details on sessions and events duplication.
Deleting an ILT / VILT Course
In order to delete a course from the platform, click on the ellipsis menu at the end of a course row, and then click Delete. When a course is deleted from the platform, all of its trackings are lost, together with the training material uploaded in the course and not also available in the Central Repository.
Upon deletion, the course is also removed from the catalogs, the channels, the certifications, and the subscription plans it is associated with. Finally, the course will be also removed from the learning plans it belongs to, including the prerequisite rules related to the course.
If a course is associated to an Enrollment Status Based Condition regulating the population of automatic groups, you will not be allowed to delete it, unless you first remove it from the condition of the group(s) it is involved in.
As a Superadmin, Power User with the appropriate permissions, or Instructor, you can upload the recording of a session in the course, so that those who were not able to attend the session can watch them.
Recording can be uploaded either via API, by loading a video file or sharing a link to a video. To add a webinar recording, find the VILT course in the list of courses on the main Course Management page. Click on the course description and click on Learner View in the top right corner. On the Sessions’ main page, find the session for which you’re wanting to upload a recording from the list, then press the arrow at the end of the session date’s row to show more details. Here, you will find the Add Recording button.
In the slideout panel, flag whether you want to add the recording via API, by uploading a video file, or by linking to a video URL. You can only add the video via API for the following video conferencing tools: GoToTraining, WebEx and Adobe Connect. When integrating with Zoom, you can directly upload a recording from the Zoom Cloud. When you’ve selected the recording and method for adding the recording in the platform, you will then see a progress bar under the option you flagged.
When the video is finished uploading, press the Confirm button. Please note that from here, the time it takes to import and convert the video for the platform depends on the size of the video. When the video is ready, you will see a message informing you that it was successfully converted. Learners can then press the View Recording button to view the recorded session. To delete the recording, press the X next to this button.
You can upload one recording per webinar session, the maximum recording file size is 800MB.
When the course configuration is over, click the Learner View button to see how learners will see the course upon enrollment.
When a Superadmin or a Power User clicks on the Learner View button, he or she will be automatically enrolled in the course.