Managing Questionnaires and Reports on the Docebo Learning Impact App – Docebo Help & Support

Introduction

Docebo Learning Impact allows Superadmins and Power Users to enable ready-to-use questionnaires (called Learning Impact questionnaires in your platform and in this article) for individual courses in your platform, so that they can either be sent to learners via email or in-platform notifications when they complete a course or set as training material in courses, in order to measure the learning impact of training. Questionnaires are diversified according to the course or session type: E-Learning, ILT and VILT sessions. The questionnaire results are then turned into easy-to-read reports that are accessible directly in the platform.

Docebo sends two questionnaires to learners enrolled in courses enabled to measure the learning impact. The first questionnaire (Initial Questionnaire) is sent when a learner completes the course, the second one (Follow-up Questionnaire) is sent a few weeks or months after the course completion date, to monitor the learning impact over time. Details about timing and rules on the sending of automatic learning impact e-mails in this article.

You can choose to activate or deactivate the second questionnaire at course level. As an option, the initial questionnaire can also be set as training material (refer to the Setting Initial Questionnaires as Training Material in Docebo Learn chapter of this article for further details).

Currently, Learning Impact questionnaires are available in Arabic, Czech, Dutch, English, French, German, Greek, Indonesian, Italian, Japanese, Korean, Polish, Portuguese, Romanian, Russian, Spanish, Turkish, Thai, Traditional and Simplified Chinese and Vietnamese. The language of the questionnaire can be changed using the language selector found in the questionnaire.

Questionnaires have a standard format, ready-to-use according to the Docebo experience in measuring the learning impact of courses. If you need to customize the questionnaire format, contact us using your platform’s Help Center to plan the customization.

If you need to customize questionnaires on a regular basis, it might be useful to create multiple templates that can be used according to your needs. To do this, contact the Help Desk using your platform’s Help Center. The customized templates will then be available to select from the Course Additional Fields section found on the Properties tab of the course page.

When using your own questions through questionnaire templates, you will not benefit from the Benchmark (Color Code). The results from the customized questionnaires will be displayed without the Benchmark.

Receiving and Answering Learning Impact Questionnaires

When the learning impact measurement is enabled for a course, learning impact questionnaires are sent to learners for the first time on the day after they complete the course (for E-Learning courses) or the session (for ILT courses) to get fresh feedback on first impressions. Questionnaires are sent to the learners by email. Make sure that your users have a valid email address associated with their user profiles in the platform. For the initial evaluation, questionnaires can also be accessed through in-platform notifications or be set as training material in the course. Refer to the Notifications and to the Setting Initial Questionnaires as Training Material in Docebo Learn chapters of this article for more details.

For ILT sessions, learners can also access the initial evaluation questionnaire by scanning a QR code. In addition, you can give learners access to the attendance sheet from the QR code. Learn more on QR codes in Docebo Learning Impact.

Only the learners enrolled in the course after the activation of Docebo Learning Impact will receive email notifications to answer evaluation questionnaires. Learners who were enrolled in the course before the activation of Docebo Learning Impact will receive in-Platform notifications (if activated) but they will not receive any email notification. More information on notifications in the following sections.

Initial Questionnaire

The initial course questionnaire is standard for all courses but diversified according to the course type. It has been built according to the studies carried out by Docebo on the learning impact measurement, to even out the questionnaire results.

The initial evaluation questionnaire is sent just after the course.

If you have not answered the questionnaire within 30 calendar days of the course completion date, the link will expire and you will not be able to access the questionnaire anymore.
If you have not answered the questionnaire within 30 calendar days of the course completion date and you have received a notification within a 5 day period prior to the expiration of the link, then some additional days are granted before the link expires. The number of additional days is equal to the number of days between the last notification and the scheduled expiration date.

The questionnaire will take up to 5 minutes on average to be completed, and includes the following questions (unless you have customized the questionnaire templates):

E-Learning Courses

Area	Question
NPS	How likely is it that you would recommend this training to a friend or colleague?
Training Course Content	Was the training course content interesting? What do you think of the educational quality of this digital course?
Training Course Results	Do you think this course will be useful in your job? What elements of the course will you be able to use?
Satisfaction	Overall, what do you think of the training course? What did you like most? - What did you like least?

ILT Courses

Area	Question
NPS	How likely is it that you would recommend this training to a friend or colleague?
Preparation - Organization	Prior to the training course, were you given sufficient information about the objectives and contents? How would you evaluate the training course facilities?
Training Course Content	Was the training course content interesting? Was the training course adapted to your company or to your workplace?
Training Methodology	Was the time spent on exercises appropriate? How would you evaluate the trainer's performance overall? How would you evaluate the course material used during the training course?
Training Course Results	What elements of the course will you be able to use? Do you think this training course will have an impact on the quality or efficiency of your work?
Satisfaction	Overall, what do you think of the training course? What did you like most? - What did you like least?

Follow-up Questionnaire

A follow-up questionnaire is sent to learners after they originally complete the first questionnaire to monitor how useful the course content has been over time (unless you have chosen to deactivate it).

The best practice for sending follow-up evaluation questionnaires is typically 90 calendar days after the course completion date, but you can request this to be changed to a delay set between 30 and 120 days, depending on the course and your industry.

The link to the follow-up questionnaire will expire after a delay corresponding to the time you have set up (between 30 and 120 days) plus 30 days. For example, if you have chosen to send the questionnaire 90 calendar days after the course completion, then the link to the follow-up evaluation questionnaire will expire after 120 days, corresponding to 90+ 30 days. After this period, you will not be able to access the questionnaire anymore.
If you have received a notification within a 5 day period prior to the expiration of the link, then some additional days are granted before the link expires. The number of additional days is equal to the number of days between the last notification and the scheduled expiration date.

The follow-up course questionnaire template is standard for all courses, but course-specific questions can be added, it is sent at the session level, it is not diversified according to the course type, but is automatically customized for each learner based on the answers they provided in the initial questionnaire.

Note: when managing the delay between the initial and the follow-up questionnaire, please remember the following rules:

For e-learning courses: the time frame is calculated by considering the date the learner completes the initial evaluation questionnaire and the date the follow-up questionnaire is sent

For ILT and VILT courses: the time frame is calculated by considering the session end date and the date the follow-up questionnaire is sent

As an option, it is possible to customize the questionnaires at course level, according to the course objectives that were set up at implementation time. When using Learning Impact on your Docebo Learn platform, you can integrate course objectives by creating Course Additional Fields. Please contact your Solution Deployment Manager to help you implement this option.

The questionnaire will take no more than five minutes for users to complete, and includes the following questions (unless you have customized the questionnaire template):

Area

Question

Training course results

After the training course, you believed the following elements to be useful. Were you able to use them? (List of the elements added in the Training course results section of the initial questionnaire)

Did the training course attain its pre-defined objectives?

Do you think this training course had an impact on the quality or efficiency of your work?

Overall satisfaction

Looking back, what do you think of the training course?

What would improve this training course?

Setting Initial Questionnaires as Training Material in Docebo Learn

As an option, you can set the Learning Impact initial questionnaires as xAPI (formerly Tin Can API) training material for your e-learning courses. Learn more about questionnaires as training material.

Reports on the Learning Impact Measurement

The results of learning impact measurements are available thanks to dedicated reports.

Consolidated Report

The Consolidated Report is a way to get a unique report for several courses or several sessions of the same course thus giving you an idea of the performance at a glance. Find out more about the Consolidated Report.

Result Comparison

The Result Comparison tool allows you to compare and list results along a given axis. This tool is very useful to identify your star programs and determine which ones should be improved. Find out more about Result Comparison.

Learning impact reports are visible to Power Users only if they have View permissions on reports. In addition, they will be able to see only data for the users they are assigned to based on branches assignment (not groups or lists of users). More details on the use of Learning Impact for Power Users can be found in the following chapter and in the article of the Knowledge Base on configuring Docebo Learning Impact for Power Users.

The report displays the answers provided by the users completing the questionnaire, it aggregates data from webinar and ILT sessions, and provides detailed answers for the questions requiring text writing.

Power Users and Docebo Learning Impact Reports

If you are working with Power Users, please note that Power Users can enable Learning Impact for all courses for which they have edit permissions even if they don’t have Learning Impact permission.

You can manage the visibility of the Consolidated Report and of the Results Comparison report for the Power Users thanks to the custom permission, called Consolidated Report.

The Consolidated Reports and the Results Comparison tabs are accessible to any Power User associated with a profile including this permission. Power Users will be able to see only the data related to the subset of users they have visibility on. The tabs will not be visible to the Power Users not associated with a profile having this permission.

Note: There is a 100 branch and sub-branch limit for Power Users when they use Docebo Learning Impact. This means that any Power User that has more than 100 branches and/or sub-branches assigned to their profile will not be able to manage Docebo Learning Impact even if they have the necessary permissions.

More details on the use of Docebo Learning Impact by Power Users.

Notifications

When a learner completes a course for which Docebo Learning Impact has been enabled, they will receive an email notification to answer a questionnaire. The questionnaire for initial evaluation can also be accessed through in-platform notifications.

Managing the Docebo Learning Impact In-Platform Notifications

To manage Learning Impact in-platform notifications, log into your platform as the Superadmin, then access the Admin Menu from the gear icon in the top right corner of the homepage. Go to Advanced Settings in the Settings section and find the Learning Impact tab. From this page you can enable or disable in-platform notifications for Learning Impact for those courses where it has been enabled.

In-platform notifications are disabled by default in your platform.

Accessing Questionnaires through In-Platform Notifications

When a learner completes a course for which Docebo Learning Impact has been enabled, they will be able to access the learning evaluation questionnaire through an in-platform notification. The notification is sent immediately after the learner has completed the course. To access the notification, go to the Notification Area by clicking on the bell icon in the top right corner of the platform.

In the right panel that opens, you will see the list of all the notifications sent by the platform. Find the Learning Impact notification and access the learning evaluation questionnaire.

Monitoring Questionnaire Results with Alerts

To closely monitor the questionnaire results and be warned of potential issues, you have the possibility to set up alerts. Alerts are triggered when a score is below a certain value for a specific question. You can monitor any question but we recommend focusing on the main indicators that you want to follow. Here are some suggestions:

Overall, what do you think of the training course?
How would you evaluate the training course facilities?
Was the course material adapted?

There are two types of alerts:

Respondent alert

This alert is triggered in real-time when the score is below a certain value for non-confidential questionnaires. You will receive an email notification including all the respondent’s details including all user (learner) additional fields and any course additional fields you have set up. This alert is available for e-learning and ILT courses.

Session alert

This alert is sent when all answers have been collected and no later than 15 days after the beginning of the evaluation process (as a general rule). It is triggered when the average score is below a certain value. You will receive an email notification including any course additional fields you have set up. This alert is available for ILT courses only.

To set up alerts, please contact your Solution Deployment Manager. For each alert, you can customize the minimum value triggering the alert and the recipient or list of recipients the alert should be sent to.

Best Practices

Having a good response rate is key to the success of your learning evaluation process. The following are some practices to improve your response rate:

Make sure your respondents get the questionnaire. When questionnaires are sent by email, make sure that your users have a valid email address associated with their user profiles in the platform. For the initial evaluation, questionnaires can also be accessed through in-platform notifications. Refer to the Notifications chapter of this article to learn how you can activate this feature. When relevant, you can also have the learners access their initial evaluation questionnaire by scanning a QR code for ILT and VILT courses. Learn more on QR codes in Docebo Learning Impact.
Keep it short, simple and relevant. The questionnaires used in Docebo Learning Impact have a standard, ready-to-use format built according to the Docebo experience in measuring the learning impact of courses. You have the option to customize your questionnaires by adding questions and custom fields. But try to limit it to the information you absolutely need. We recommend that your questionnaires should include between 5 and 10 questions. This is especially the case for short e-learning courses.
Include managers only when needed. Including managers in the evaluation process can be very useful to gather information and help them support their team members in applying what they have learned. You need to pick when and how you involve managers in the evaluation process so they don’t grow tired of receiving evaluation questionnaires. Involve them only for the follow-up evaluation and for your most strategic learning programs.

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