DISCLAIMER: Some content in this article outlines how to use functionalities that will be publicly released to all clients at the end of July 2022. If you see differences between this article and your platform, check back at that time for updated content.

Introduction

As a Superadmin, you may be in charge of managing the skills of your people. This means assigning skills of your users and keeping them updated, understanding their upskilling needs, and looking for content aimed at helping them in reaching their goals while keeping them motivated. This constant activity is time-consuming, above all when you are also managing the platform and its content.

The aim of Docebo Skills is to help you in automating some of the tasks that are part of the constant skills management process, providing you with a pre-built catalog of skills and the possibility of creating your own skills from scratch, involving users in identifying their skills and making the platform processes collect and select the right content for the right users.

Use Case Scenarios

Having AI-Based channels can be useful in different scenarios.

As an example, you want to help your employees improve soft skills and task-specific skills on your product. You want to have two different channels, one called Soft Skills, containing only courses for the entire company, and one called Product Skills, with formal and informal contents, dedicated only to the Marketing and to the Sales teams. You need the Marketing department only to have access to external content as well (Docebo Discover).

To do so you need to:

• Create two skill sets with the relevant skills: Soft Skills and Product Skills. Soft Skills will be available to the entire company, Product Skills only to the Marketing team.  
• Create three types of AI-Based channels, as follows:
• A first channel for Soft Skills, visible for all employees. Configure the Content Type option as Formal Content to include only courses. In the Skill Set area, select Soft Skills.
• A second channel for Product Skills, available to the Marketing and Sales  teams. Configure the Content Type option both as Formal Content and Informal Content to include both courses and assets. In the Skill Set area, select Product Skills.
• A third channel that you can name "Content from Internet". Configure the Content Type option as External Content to include external content from the Web. In the Skill Set area, select Product Skills and make it visible only to Marketing.

Please note that to do this you need to configure the Soft Skills skill set with visibility across the entire company, and the Marketing Skills skill set with visibility only for the Marketing team. 

Activating the Skills Management in Your Platform

Once Docebo Skills activates, upon login, a pop-up will inform you about the new feature. Click on Not Now to postpone the setup to your next login or to disable the pop-up. Click Setup Feature to start configuring it. There is no time limitation to start the setup. 

When clicking on Setup Feature, you will be redirected to the Skills Management area of your platform. You can also reach this area from the Admin Menu, by clicking on the Skills Management item in the E-Learning section. 

Find more information on the Skills Management page in the dedicated chapter of this article.

Managing the My Skills Channel

The skills management feature relies on the My Skills channel. If you are using this feature, make sure that the channel is activated. To do so, log into the platform as the Superadmin, access the Admin Menu from the gear icon in the top right corner, then press the Channels item in the E-Learning section. In the list of channels on this page, find the My Skills channel, make sure that the checkmark in the channel’s row corresponding to the Published column is green. 

When configuring the My Skills channel, besides the general options available for channel management, you are required to configure the channel content population mode. To do so, move to the Content Settings section and select the types of content you want the platform to collected and show in the My Skills channel. Select one or more of the available options:

Formal Content

The channel will collect and show formal courses according to the skills selected by each user. You can assign skills to courses from the Course Management area. Select the course, then move to the course Advanced Properties tab, and to the Skills tab. Find out more in the Assigning Skills to Courses chapter of this article.

Informal Content

The channel will collect and show the contributions available in the platform, according to the skills selected by each user. Content of this type is available only when Discover, Coach & Share is active in your platform. Find out more in the Assigning Skills to Assets chapter of this article.

External Content

The channel will collect and show content from external web sources, filtered in order to exclude inappropriate content. You can manage the sources used to collect this type of content either by:

• defining a list of unwanted sources (deny list) that will be excluded from the content selection, or 
• building a list of approved sources (allow list) that the platform will use for selecting content, restricting the search to this list of sources only

By default, the selected option is Don’t Manage Sources, meaning that the content selection relies on the default platform filters only. Depending on your needs, either select Sources on the Deny List to set a deny list of sources you don’t want the platform to include in the content selection, or choose Sources on the Allow List to restrict the content search to the sources you identify. Remember that, independently from the selected option, the platform default filtering capability to avoid inappropriate content is always active.

Enter the sources in the dedicated areas; their format does not need to include prefixes (http://, https://, www) and subdomains.

Please note that you can insert only the sources included in the set of domains from which Docebo Discover selects content (the Sources on the Deny List or the Sources on the Allow List fields do NOT work with any websites, but only with those in the list of domains).

After you type the third letter of the domain, the autocomplete function will propose all the domains included in the set of sources used by the My Skills channel and matching the text already inserted. 

Skills Management Page

In the Skills Management page you will find two tabs: Skill Sets and Platform Catalog.

The Skill Sets tab lists the sets of skills available in your platform. You can customize the table layout in order to show only the columns that are relevant to you. To do so, click on the Columns Management icon on top of the table and select the columns you would like to include in the table view. You can drag and drop the columns in the list to sort them according to your needs.

You can filter the content by clicking on the filter icon on top of the table to see the complete filter list and operate your selection. Filters are applied in real time. In addition, you can use the free text search area to look for skill sets, and sort columns by clicking on the column header. Please note that not all of the columns can be sorted.

The Platform Catalog tab lists all of the skills that you have chosen to have on your platform. You can customize the table layout in order to show only the columns that are relevant to you. To do so, click on the Columns Management icon on top of the table and select the columns you would like to include in the table view. You can drag and drop the columns in the list to sort them according to your needs.

You can filter the content by clicking on the filter icon on top of the table to see the complete filter list and operate your selection. Filters are applied in real time. In addition, you can use the free text search area to look for skills, and sort columns by clicking on the column header.

The skills in your Platform Catalog can be created from scratch (Custom Skills) or picked from the Docebo Skills catalog. Docebo Skills is a comprehensive catalog of skills, divided into categories, covering most of the user jobs available in the major industries. 

By default, the full Docebo Skills catalog is available as the set of skills called All Skills in the Skill Sets tab.

Creating and Managing Skills

You can populate your Platform Catalog by creating new skills from scratch or by adding skills from the Docebo Catalog.

To create or add a skill, select the Plus button in the top right corner of the Skills Management page, then press Create New Skill. In the right panel that opens, in the Skill Type section, you can choose whether to create a custom skill from scratch or to pick one among the Docebo Skills. 

If you choose to create a new skill, you will be asked to enter a name and a description. If you choose to add a skill among the Docebo Skills, you can choose to select one or more skills from this catalog as well as filter them by category and/or job.

When you’re done, press the Confirm button at the bottom of the page. 

Congratulations, your skill has been created successfully! Once the skill has been created, it will be visible in the Platform Catalog. 

To edit, assign or delete a skill, find the skill you want to edit, assign or delete and click the ellipsis button at the end of the skill’s row and select the corresponding option. 

You can assign or delete more than one skill at the same time selecting them by checking the checkboxes next to their name, then clicking on Choose Action in the bottom right corner of the page, and selecting the Delete button. 

Please note: if you delete a skill from the Platform Catalog, it will be removed from all content and users it is assigned to. Therefore, users who had selected that skill will lose all content related to it.

Creating and Managing Sets of Skills

The Skill Sets tab lists all of the sets of skills already configured in your platform. 

The All Skills set is available by default in your platform and collects all of the skills from the Docebo Catalog. You cannot edit its content, but you can manage its details and its visibility as described later in this chapter. Similarly, more than one set of skills may be available in your platform, depending on your industry. You can manage these sets as any other set of skills you have manually created. 

To create a new set, click on the Plus button in the top right corner and then on Create New Skill Set. In the right panel, enter a name for your set and press Create and Edit to access the set configuration area. 

The set configuration area is divided into two tabs: Properties and Skills. 

The Properties tab is divided into two sections: General and  Visibility. Use the General tab to manage the set name and description. The Skill Assignment field is not editable and it is always set to Skills Selection when a set of skills is manually created. 

The Aggregator Channels area displays the channel where the platform will constantly load the content needed to upskill your users.

Here you can assign AI-Based channels to the selected skill set: to do this click the Assign AI-Based channel button the channels you want to assign from the right panel, then click Assign.

Remember that it is also possible to assign different skill sets to an AI-Based channel from the Channel Management page when creating and editing a channel.

Move to the Visibility tab to set whether the skill set will be available to all users included in groups and branches, or only for the users of selected groups and/or branches. It is not possible to assign a set of skills to a single user. 

Only the users included in groups and/or branches can take advantage of this feature.

The Skills area lists the skills associated to the set. From here, you can assign or unassign skills to the set. In order to add skills to the set, choosing them from the Platform Catalog, click the Plus icon and then on the Add Skills from Platform Catalog button in the top right corner. You can search for specific skills. Select the skills you want to add to the set by flagging the checkboxes next to the skill names and click on Confirm to finalize the operation.

You can also create a new skill to associate to the set or pick one from the Docebo Skills. To do so, after clicking on the Plus icon, select Create New Skill. Please see the previous chapter to learn more on creating new skills.

The skills assigned to a set are listed in the Skills tab. In order to unassign a skill from a set, click on the barred folder icon at the end of the skill row. When you unassign a skill from a skill set, the users who have assigned themselves that skill will lose all of the content related to that skill.

You can unassign more skills from a set at the same time selecting them by checking the checkboxes next to their name, then clicking on Choose Action in the bottom right corner of the page and selecting Unassign from Skill Set. 

Please note: If you unassign a skill from a skill set, the users who selected that skill will continue to have it associated with their profile.

The Users and Content counters show respectively the number of users who have assigned themselves the skill and the number of pieces of content (both formal courses and assets) assigned to the skill. 

When ready, click on Save Changes to confirm the changes you have operated to the skill set. When a set of skills is created, it is listed in the Skills Management page, and its status is Unpublished, meaning that it will not be available for the platform users. Remember to change the status to Published in the publishing bar to make it available in your platform.

At any time, you can edit or delete the set of skills by clicking on the ellipsis menu at the end of the set row and selecting the corresponding option. 

Deleting a Skill Set

In order to delete a skill set, while in the Skills Management page, click on the ellipsis menu at the end of the set row and select the corresponding option.

When you delete a skill set, the users who have selected the skills included in the set will lose the association to the skill, as well as the content related to the skill in the My Skills channel page. 

Assigning Skills to Courses and Assets

As a Superadmin, you can decide whether users and Power Users will be able to see all the skills populating your Platform Catalog when assigning skills to courses and assets.

In the platform Admin Menu, click on Advanced Settings in the E-learning section, then reach the Skills Management tab. Select the Enable full catalog visibility for users and Power Users option.

If the option is not flagged, when assigning skills to courses and assets, users and Power Users will only see the skills they have visibility on.

Assigning Skills to Courses

In order to assign skills to a course, move to the Course Management area of the Admin Menu, identify the course in the Course Management page and click on its description to enter in edit mode. Move to the Properties tab, Details vertical tab, Assigned Skills area.

From here, you can either manually add skills to the course, or import the skills assigned to another course of the platform. You can associate up to 50 skills per course.

• Add Skills Manually. In order to add skills manually, click Assign Skills, then select the relevant skills from the right panel. Use the panel filters to drill down skills according to your needs. Click Confirm to complete your action.
• Import Skills From Another Course. Click on Import from Course and select the course from which you want to import skills in the right panel that will open. Click Confirm to proceed.

Please note: If your Platform Catalog is empty, when adding skills manually you will pick them directly from the Docebo Skills. If the Platform Catalog is populated, the Show only Platform Catalog skills filter will be automatically flagged, so that you will only see the skills you have added to your catalog.

Assigning Skills to Assets

In order to assign skills to an asset, after uploading it with the Share Content functionality, click on the ellipsis menu at the end of the asset area in the Share Content page and click Edit Asset.

Move to the Skills area and type the name of the skills you wish to assign to the asset. You can assign up to 50 skills to each asset and 15 to each course. Remember that if you type a synonym of the main skill, the main skill is always suggested.

Furthermore, Artificial Intelligence analyzes learning content, identifying key phrases and creating tags for your skills automatically, meaning that your skills can be either entered manually or can be automatically calculated by the Artificial Intelligence and subsequently chosen. This helps make skills easier to be added to your content.

Users Self Assignment to a Skill

Every time a set of skills is activated and/or associated to a group or a branch of users, the users belonging to the group or branch will be prompted to select their skills out of the set with a pop-up and to carry out a self-evaluation on them. Find out more.

Resetting the Skills of Your Users

If you have assigned the wrong skills to one or more of your users, you can reset their skills from the User Management page. Identify the profile in which you are interested and click on the ellipsis menu at the end of the row and select the Reset Skill Profile option. A pop-up will show the name of the user and a recap of the skills he or she has selected.  Click on Reset you will confirm your action. 

You can perform the same action on multiple users by selecting them with the checkbox next to their name, then click on Choose Option in the bottom right corner of the table and select Reset Skill Profile. Click on Reset to confirm your action.

Please note: if the users you have selected did not previously select skills nor job, it is not possible for you to reset their skills.