DISCLAIMER : this article refers to the manual registration of evaluations on the Learning Impact platform. Depending on your account type (for instance if the evaluations are automatically set up by an API flow or through the Docebo Learn integration), this option might not be available.
Also note that it is not possible to launch e-learning evaluations with this manual mode (for e-learning courses, the evaluation must be triggered by an API flow or through an LMS integration).
The evaluation process is aimed at providing you with accurate and insightful data to prove the impact and improve your learning programs. To do so, you can send surveys to trainees after they have finished their course. The survey results are then turned into easy-to-read reports that are accessible directly in the platform.
Two surveys are sent to trainees :
The initial evaluation survey is sent out to trainees after the end of training. This survey takes up to 10 minutes to complete and allows you to get fresh feedback on the course, the material, the trainer and more. During this initial phase, a personalized action plan is defined.
Reminders are sent once every two days to maximize response rates with a maximum of three reminders, which can be customized for each client.
The follow-up evaluation starts automatically based on the timing defined for each account after the end of the course. Follow-up evaluation is enabled by default but you can disable it while registering a training course.
Note : while it is possible to disable follow-up evaluation and limit the evaluation process to the initial evaluation survey only, the opposite is not possible. This means that you cannot have a follow-up evaluation survey without having an initial evaluation survey.
Follow-up evaluation enables you to determine if learners have been able to modify their behavior and apply what they have learned on the job. The personalized action plan built during the initial survey is re-evaluated and the overall impact of the course is assessed.
For the follow-up evaluation, three reminders are sent once every four days (unless your account has been set up differently). Once reports are generated, links are kept available to accept late answers for a few weeks. Reports are updated in real time on the platform. Please note you will not receive a specific email to inform you of these updates
Reports are generated once a day. When a report is generated you will receive an email with a link to view it on your platform. Other recipients of reports include trainees, trainers (if you have provided a valid email address for them), and any other person you designate as an additional recipient.
The answers to the surveys are confidential (unless your account has been set up differently). Recipients get consolidated non-nominative reports. When managers are involved in the evaluation process, they can receive the nominative action plan defined by their team member(s) with the rest of the report data being confidential.
In this article, you will see how you can add new courses to the evaluation platform and manage the evaluation surveys.
Adding a New Training Course to the Evaluation Platform
To add a new training course to be evaluated, log in to the platform, go to the tab Register a Training and select New Training.
On the first page General Characteristics, fill in all the required information. You can save your information at any time and resume the registration later. To resume an incomplete, go to the Register a training tab and select Incomplete Registrations.
If you want to collect feedback from the trainees’ managers and send them a survey, flag the corresponding checkbox. Please note that managers only receive the follow-up evaluation.
Click on Go to Step 2 to proceed.
On the following page, Respondent Registration, enter the details of the trainees. If you have chosen to send out a survey to the managers in Step 1 add the details for the managers as well.
When you have a large list of trainees and managers to add, you can copy and paste all their details from a spreadsheet instead of adding them one by one. To do so, click on Display the tools to copy and paste a list of names. Then, for trainees, click on Enter a list of trainees. For managers, click on Enter a list of managers. In the two text boxes that open, copy and paste the names and email addresses of the trainees and managers. Make sure the names and email addresses are aligned as per your spreadsheet. Click on Apply to the name list below for names and Apply to the email list below for email addresses.
You can add or remove rows by pressing Add a trainee or Remove the last trainee under the text boxes.
In the Trainer and other report recipients section, add the details of any additional recipient of the evaluation report. If you want to send out a survey to the trainer, flag the corresponding checkbox and add their email address. Choose to send the initial evaluation report only or the full report and to give access to the benchmark by using the corresponding drop-down menus.
If the course is made up of several parts with multiple trainers, press the Training with several parts button at the top of the section. You can add up to 10 parts with the trainer’s details for each part. Please note that you cannot restrict visibility of the report to an individual trainer. This means that, in case of multiple trainers, each individual trainer will receive a report for the part he/she manages and for the part managed by other trainers.
All personal information collected on training stakeholders (learner, manager, trainer) during the training evaluation process is destroyed three years after data collection. First names, last names and email addresses are anonymized and replaced by empty strings, so that no user from any client or their providers can have access to this data. This process begins automatically three years after the registration of a course on the platform unless the stakeholder engages in a new evaluation process in the meantime..
The last page of the registration process allows you to customize all the surveys that are being sent out (initial evaluation, follow-up evaluation, survey sent to managers)
You can add questions by choosing from a selection of optional questions. Alternatively, you can add an additional section or an additional question to your survey.
To add a new question, press Add/Modify questions in each section. In the pop-up box that opens, press New Question. Enter your additional question in the Question Wording box, select the Answer Type (sliding ruler, multiple choice - one answer, multiple choice - several answers, verbatim, text). Then complete the information according to your selection and choose whether to make this question mandatory. Repeat the process as many times as needed. Once done, click on Submit these questions to add your questions. In the Personalize your questionnaire pop-up box, press Submit to finalize your action.
Once you have finished registering the course, click on Finish Registration. Your course is now registered on the platform and your surveys are ready to be sent.
Adding a Training Session to an Existing Course
Once you have registered a training course on the platform, you can add sessions to be evaluated without having to go through the entire registration process. To do so, go to the Register a Training tab and select New Session for an existing training.
Find the training course using the Training title dropdown menu. Then fill in the necessary information indicating the start and end date of the session, the number of trainees, the language of the survey and modify the objectives if necessary. Default objectives will be the ones that you defined at the creation of the training course or during the last session. Once finished, press Go to Step 2.
On the second page, add all the contact details of the trainees, managers and trainers following the steps described in the previous paragraph.
You can modify the surveys being sent and add additional questions by pressing Modify the questionnaires and following the steps described in the previous paragraph.
To complete the registration of the session, click on Finish Registration.
Note : if you disable follow-up evaluation when creating the training course, you will not be able to switch it back on for the following training sessions. To send out a follow-up survey, you will need to create a new training course and keep follow-up evaluation active.
Managing Registered Sessions
You can now find your registered session by going to the View Evaluations tab and selecting Recent Sessions. On this page, you will be able to edit all the details provided during the session registration. Any modification you make to a training session will apply to the entire training course and to the following training sessions that you register. Changes are not retroactive.
Note : you can edit the list of trainees up to two weeks after the end of the training session. But you will not be able to edit the general characteristics and the survey once the training session has started.
The table on the Recent Sessions page displays all the sessions registered in the past month.
Using Filters to Select Sessions
Use the filters in the left panel to find the sessions you are looking for. The following options are available:
-Trainings. Select the training courses you want to display in the table from the drop-down menu. Leave the All trainings value if you want to display all courses.
-Trainers. If you want to focus on specific trainers, select them from the drop-down menu. Leave the All trainers value if you want to display all trainers.
-Training companies. If you want to focus on specific training companies, select them from the drop-down menu. Leave the All training companies value if you want to display all training companies.
-Fields. If you want to focus on a specific area, select it from the drop-down menu. For example, select Management to list Management courses only. Leave the All fields value if you want to display all courses from all areas.
-Start Date and End Date. Select a date using the calendar items. Only training courses within this date range will be listed.
-Perimeter. Select the entity from which you wish to view the information. This field can be useful if you have more than one instance connected to the same account. If this field is not relevant for you, simply leave the default value All entities.
-All sessions. You can choose to display all of the sessions, the sessions with evaluation only or the sessions without evaluation only.
-Recent sessions. By default, this page displays the recent sessions (sessions whose end date goes from one month before today to one month after today) but you can display the older sessions by choosing Older Sessions in the drop-down menu.
You can choose to view additional filters by expanding the list clicking on More Filters (this will display course or learner custom filters defined specifically for your account)
Once you have selected all your filters, press View Sessions.
In each session’s row, you will be able to see the details of the session and the status of the evaluation (Initial evaluation in progress, Initial evaluation finished, Follow-up evaluation in progress, Evaluation finished). You can switch the Detailed display toggle in the left panel to display additional columns in the table:
- Initial answer rate
- Follow-up evaluation
- Managers feedback
Editing Session Details
To edit the details of a training session, find the session using the filters as described in the paragraph above. Click on the pen icon in the session’s row.
You will be able to edit all the details provided during the registration session. Remember that any modification you make to a training session will apply to the entire training course and to the following training sessions that you register.
Displaying the List of Respondents and Managing Invitations
Select the Show List of Respondents icon to monitor the response rate. A table will display all the individual participants (including trainees, managers and trainers) and whether they have responded to the survey or not. You can print this list by clicking on the print icon in the top right corner of the page. From this table, you can unsubscribe a trainee by clicking on the X icon in the trainee’s row.
The learning evaluation surveys are sent out automatically to trainees once they complete a training session. You also have the option of sending out reminders manually to participants that have not yet responded to the survey from the Respondent list main page. To do so, click on the envelope icon in the trainee’s row. In the pop-up box that opens, click on Confirm. This will automatically send an email to the participant with a link to answer the survey.