The Subscription Codes App makes the learner enrollment process faster and more automated by creating a set of codes that you can share with your users. Said users will then be able to enroll themselves into courses by simply typing the code inside the corresponding box in the Subscription Codes widget of a page or on the My Courses and Learning Plans page.
Activating the App
Activate the Subscription Codes app as described in the Managing Apps & Features article of the Knowledge Base. The app is listed in the Docebo Additional Features tab.
Creating a Set of Subscription Codes
Once you have activated the app, access the Admin Menu from the gear icon in the top right corner of your platform. Then, find the Subscription Codes section and press the Manage subitem.
On the Subscriptions Codes Sets page, click the New Set button in the action bar to generate a new set of subscription codes.
In the pop-up box, insert the name of the set (this is a mandatory field) and the validity period (this is optional) so users will be able to use the codes only during this specific timeframe. Then, press Confirm. The new set will be listed in the bottom half of the Subscriptions Codes Sets page. Find your new set in the list, then select the item in the Codes column to create or import the codes.
You will then be redirected to the Add Subscription Codes page for this set. Click on the Add Codes button in the action bar at the top of the page. Then, in the pop-up box, use the Randomly generate (number) subscription codes field to define the number of codes you want to create.
Please Note! Subscription codes are unique codes.
Instead, if you have a list of your own codes, you can copy them into the text box below, one code per row. Press Confirm to create the set. The list of all of the created codes is listed on the bottom half of the Add Subscription Codes page for this set. Click the X icon in each code's row to remove it from the set. When a code is canceled, users will no longer be able to use it to subscribe to the courses assigned to the set.
Assigning Courses to Subscription Code Sets
Once you've created a set and its codes, you then need to assign courses to the set, so that users that users will use them to enroll in courses. To do so, find the set in the list of subscription code sets on the main Subscription Codes page, then select the Courses icon in the set's row.
You will be redirected to the Assign Courses page for the set. In the action bar on the top of the page, select the Assign Courses button. Then, assign as many courses as desired and press Confirm to finish. The courses will be listed on the bottom half of the page. You can unassign the course from the set of codes at any time using the X icon next to each course.
Activating Subscription Code Sets
Once you've created a set of subscription codes, go back to the Subscription Codes page to activate the set. Find the set in the list, then press on the checkmark icon in the set's row, turning it from grey to green. When the icon is grey, the code set is not active, meaning that users are not able to use the set of subscription codes. When the icon is green, the code set is active, meaning users are able to use the codes to enroll in the courses assigned to the set.
Learners Redeeming Subscription Codes
You can deliver the subscription codes to your users via email, brochure, promotion card, or any other way, but please note that there is no official way to send them via your platform. Once your users have the codes, you need to make sure that the Subscription Codes widget is added to a widget page that is visible to the learners needing to use the code. Otherwise, they will have no place to insert the code.
Creating Subscription Codes from the Course Management
In order to create a subscription code for a course, log in to the platform as a Superadmin. Then, access the Admin Menu by scrolling your mouse over the gear icon in the top right corner of the platform. In the E-Learning section, click on Course Management. On the main page of the course management, find the course in the list of courses.
Click on the course description to access the course area, and from the Properties tab, move to the Enrollment Options tab.
Here, move to the Enrollment Code section and can press the button next to the text field to auto-generate a subscription code, or insert your own into the text field. If you insert a code manually, remember that subscription codes are unique codes, meaning that the platform will not allow you to use a code already in use by another course. When finished, press Save Changes.
Please Note! The course enrollment policy and the self-enrollment period (if set) always override the subscription code functionality for individual courses. This means that if a user tries to use a subscription code in order to enroll in a course with closed enrollments or in a course where only Superadmins can enroll users, the subscription code will not work, and the user will not be enrolled in the course.
Subscription Code Logs
To view a complete list of which users have used subscription codes to enroll in courses and when access the main Subscription Codes page from the Manage item in the Subscription Codes section of the Admin Menu. On this page, press the Show Logs button.
Please keep the following best practices in mind when working with subscription codes:
- Subscription codes do expire, but once a learner is enrolled in a course with a code, his/her enrollment will not expire, unless you configure an expiration on the enrollment record's Active Until field in the Enrollments tab of the course on the Course Management page, or through the course's time options that you find in the Advanced Properties tab of the course in the Course Management.
- Subscription codes only allow enrollment into courses, not learning plans.
- One code can only be used one time by a single user.