Introduction 

Learning Analytics is a reporting platform that turns learning data into key insights that make sense for your specific business. 

With Learning Analytics, you easily have all the reporting you need to improve learning at a glance. 

This article is a guide to get started with Learning Analytics. 

Registering and Signing Into Learning Analytics

Once you have been registered by your administrator, you will receive an email as a confirmation of the registration. Click on the Create your Account button in the email, and set a password on the sign up page that opens. Once you have chosen and confirmed your new password, click on the Sign in button to join the Learning Analytics platform.

Now that you have set your password, for the following logins, just insert your email and your password into the sign in page, then press Sign In.

If you have lost your password or cannot access the platform with your password, you can reset your password by clicking on the Forgot Password? item on the platform sign in page. Enter your email address and press Request Password Reset. You will receive a generic email to the email address you entered. The email will include a button to reset your password. You have 24 hours to reset your password from the time you press the corresponding button on the sign in form. After 24 hours, the reset link provided in the recovery password email expires. Also remember that you cannot use the reset link more than once.

To log out of the Learning Analytics platform, click on your initials in the top right corner of the page and select Log Out.

Update Data Source 

The data on your Learning Analytics platform can come from your LMS or from external data sources. While data coming from your LMS is automatically updated every 24 hours, other data sources can be refreshed at different times and paces depending on the choices you made during the implementation.

Additionally, external data sources are mentioned below widgets. No mention means data is coming from your LMS. 

The filters described in the next chapters of this article apply when data is coming from your LMS. For the external data sources, the only available fitler is the time frame filter.

Navigating the Learning Analytics Platform

After signing in, you will find yourself on the Learning Analytics platform. 

The navigation panel provides links to the different pages of the platform. We will go through these different pages so that you can get familiar with them. 

Navigation

Insights

On the Insights page, you will find your main Learning KPIs. If your Learning Analytics platform is integrated with Docebo LMS, dedicated widgets are available to compare the Docebo indexes with your Industry Benchmark. Click on Manage Filter in the top left corner of the page to filter results by Branches, Groups, Courses, Catalogs, Categories, Learning Plans, or User Additional Fields. The selected filters will apply to all of the widgets in the page. Additionally, you can filter results by Time Frame by using the time frame selector on the top right corner. Find out more details on filters in this article of the Knowledge Base. 

Click on the heart icon in the top right corner of a widget to add the widget to Favorites. The widget will be saved to the Favorites page. Click on the ellipsis icon to Download, Send or Share a widget. 

My Dashboards 

Dashboards are a collection of widgets that give you an overview of some metrics at a glance. Moreover, it’s a great tool that you can build and customize in a way that makes sense for you. You can easily share dashboards with other members of the Learning Analytics platform. Widgets are presented in more detail in the chapter below Widget Options. 

To find out more about how to create and manage dashboards, refer to the dedicated article of the Knowledge Base.

Reports 

In the Reports section of the platform, you will find all the widgets displaying your learning KPIs giving you a full picture of your learning activity. They are divided into three categories  

-Users. Widgets related to users’ profile, behavior, and activity. Learn more about all of the available widgets in the dedicated article of the Learning Analytics Knowledge Base

-Courses. Main characteristics and KPIs of your courses. Learn more about all of the available widgets in the dedicated article of the Learning Analytics Knowledge Base

-Learning. Widgets related to skill acquisition. Learn more about all of the available widgets in the dedicated article of the Learning Analytics Knowledge Base

You can apply filters with a specific Time Frame or specific Branches, Courses, Groups, Catalogs, Categories, Learning Plans, or User Additional Fields to the results. When you select a filter, it will apply to all the widgets included in the page. 

You can also add a widget to Favorites by pressing the heart icon in the top right corner of the widget and Download, Send or Share a widget by clicking on the ellipsis icon and selecting the corresponding option. 

Refer to the articles Using Reports in Learning Analytics and List of Available Widgets for more details.

Administration

The Administration section allows you to manage member accounts, roles, permissions, and external data sources. 

People

Members are managed on the People page. The People page shows a table listing all of the Learning Analytics members. 

On the Learning Analytics platform, Members refers the people having a Learning Analytics account and using the platform, whereas Users refers to learners whose learning actions and environment yield the data found on the platform. 

From this page, you can add a new member and edit members' accounts. 

Roles and Permissions 

When you create a new member, you need to assign them a Role. That means, deciding what kinds of Permissions the member will have. Roles and Permissions are managed on the Roles and Permissions page. Here, you will find a table with all the roles that you have already created, with the creation date and the last update. You can rename, configure and delete roles. 

For more information on Members, Roles and Permissions, refer to the article Managing Accounts and Members

Data Source Management

DISCLAIMER: The Data Source Management page is available only if you are using custom widgets based on Excel and CSV files. You won’t be able to see this page until those widgets are enabled in your Docebo Learning Analytics platform.

If you’re using custom widgets with external data sources based on Excel or CSV files, this section allows you to manage your external data sources. On this page, you will find a table containing all the Excel or CSV files that have been uploaded to the platform. This table displays the name of the file, its status and the date where you have uploaded the file. 

Uploading a New File 

To upload a new file, click on the Upload File button in the lower right corner of the page. In the right panel that opens, upload your CSV or XLS file. For a successful upload, it is important to create a CSV or an XLS file properly formatted. In order to view a correct example, click on Download the Sample in the right panel. Please note that the maximum file size is 3 MB. To finish uploading your file, click on Confirm. Your file will now be displayed on the Data Source Management main page.

Synchronizing Data

After uploading a new file to the platform, you need to synchronize the data. To do this,  click on Sync in the lower right corner on the Data Source Management main page. The data contained in the file will be synchronized with the platform, updating your custom widgets.

After synchronization, check the status of the file on the Data Source Management main table, the status can be: 

• Synced. The file has been synchronized successfully
• Unsynced. The file has not been synchronized yet
• Sync Problem. A problem has occurred during the synchronization. You can try synchronizing the file again or delete the file and upload it again.
• Validation Error. This means that the file you have uploaded is not valid and cannot be synchronized. In this case, you need to delete the file and upload a new one after you have fixed the errors. 
• Unknown status. An unknown error has prevented the action you were performing from succeeding. The system will try to perform the action again at the next synchronization. 

Deleting a File

In the file’s row, click on the trash can icon to delete the file. Then confirm your action in the pop-up box that opens. When you delete a  file, it is removed from the list and the associated data is removed from the platform. When you delete a synchronized file, you can still choose to restore it at this point by clicking on the restore icon in the file’s row. At the next synchronization,the file is permanently deleted.

Widget Options

Saving to Favorites 

Widgets in the Learning Analytics platform can be saved to Favorites by pressing the heart icon. This way, you can easily find your most relevant widgets by simply going to the Favorites page. To remove a widget from the Favorites page, simply click on the ellipsis icon in the top right corner of the widget, when in the Favorites page, and press Remove widget.

The widgets are displayed on the Favorites page in chronological order. The widget that you added first is on the top left part of the page and the widget that you added last is on the bottom right part of the page. But you can adjust this at any time by dragging and dropping widgets and rearrange them to fit your needs. 

Downloading a widget

Widgets can be downloaded to your device. To do so, click on the ellipsis icon in the top right corner of the widget and select Download as. Then, choose the file format.

-PDF. This will download a PDF version of the widget. PDF files usually include a chart (if the widget includes one) and raw data displayed in a table.

-PNG. This will download an image version of the widget. 

-XLS. This will download the raw data of the widget in an Excel spreadsheet with an image version of the chart.

-CSV. This will download the raw data of the widget in a CSV file. 

Sending a widget

If you wish to deliver information included in the Learning Analytics platform, you can easily send a widget to a platform member or an external user. To do so, click on the ellipsis icon in the top right corner of the widget and select Send. 

In the pop-up box that opens, enter the email address of the person you wish to send the widget to. If you want to send the widget to more than one person, enter multiple email addresses separated by a comma. Choose the format of the file that will be sent to your selected recipients (PDF, XLS or CSV) and press Send to complete the action. 

Sharing a widget

You can share any widget with other members of the Learning Analytics platform. To do so, click on the ellipsis icon in the top right corner of the widget and choose Share. 

In the pop-up box that opens, on the Members tab, type the first three characters of the name or the email address of the member you want to share the widget with. Make your selection from the search results and click on Confirm to finalize your action. The widget will be shared with the selected members.. If the widget is already shared with some members, they will appear in the pop-up box, you can press on Remove in the member’s row to remove them from the list. Alternatively, you can share the widget via a public share link. A public share link allows external users to view the data included in the widget without giving them access to the platform.  When you share a widget via public link, the link will only be valid for 24 hours. If the recipient of the link has not opened it in this timeframe, the link will expire and you will have to send it again. 

Note: When you share a widget with another member, the member will only be able to see data for which he/she has been given visibility permissions. For this reason, shared widgets can be empty if the member has no visibility permission over the shared data. On the other hand, when you share a widget via a public link, the person you share the widget with will see the widget the same way you see it and visibility permissions will not apply. Also note that widgets shared via public links are dynamic and will be updated for the recipient when you refresh the data.

When another user shares a widget with you, this widget appears in the Shared with me page.