Introduction

The Docebo Learning Impact app allows Superadmins and Power Users to enable the sending of ready-to-use and automatic Learning Impact evaluation emails, session reports and alerts, for individual courses in your platform. They are sent, before and after a course, to instructors, learners and learners’ managers, in order to measure the learning impact of the course. Automatic Learning Impact evaluation emails, session reports and alerts are sent following precise rules. These rules cannot be changed unless you request from Docebo using your platform’s Help Center. 

This article details the rules for sending automatic Learning Impact evaluation emails. 

Requirements & Limitations

• Learning Impact emails are sent out daily, from Monday 07:00 am to 12:00 am to Friday 07:00 am to 12:00 am
• Emails are sent after the synchronization of the Learning Impact External Platform and of the Docebo Learn platform. This synchronization occurs every 2 to 4 hours hours. You can check the synchronization status of different events using in the Event Logs tab of the Docebo Learning Impact app in Docebo Learn.
• Emails are not sent during the weekend, from Saturday to Sunday. If an email is supposed to be sent during this period, it will be delayed until Monday. 
• Emails are not sent between 12:00 am and 7:00 am (EST for North America/CET for EMEA). If an email is supposed to be sent during this period, it will be delayed until 7:00 am.

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 or in the process of completing the course before the activation of Docebo Learning Impact will receive In-Platform notifications (if activated) but they will not receive any email notifications.

General Timing Rules for Sending Learning Impact Emails

This table lists the timing rules for Automatic Learning Impact Evaluation Emails.

Learner Initial Evaluation Email for ILT, VILT and E-learning Courses

The initial evaluation email is sent to learners within 4 hours of course completion.This delay can be customized upon request for ILT and VILT courses only. The custom delay will not apply to E-learning courses.

You can manage initial evaluation emails, choosing the number of reminder emails. The maximum number of reminders is 3; however, we recommend that no more than 2 reminder emails are sent. When a learner answers the questionnaire, all the following reminder emails are not sent. 

Note: You can request the Docebo’s Help Desk team to edit this email in another language, using your platform’s Help Center.

Learner Follow-up Evaluation Email for ILT, VILT and E-learning Courses

The best practice for sending follow-up evaluation emails  is typically 90 calendar days after the session end 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. Please note that follow-up evaluation emails will be sent to learners even if they have not answered the initial questionnaire.

You can manage follow-up emails, choosing the number of reminder emails.  The maximum number of reminders is 3 but we recommend not to send more than 2 reminder emails to your learners. When a learner answers the follow-up questionnaire, all the following reminder emails are not sent. 

Note: You can request Docebo’s Help Desk team to edit this email in another language, using your platform’s Help Center.

Manager Information Email for ILT, VILT  Courses

An information email is sent to managers to summarize the course objectives and the personal objectives entered by their team members who followed the course.

If you asked Docebo to share the learner action plan with managers and if the learner has defined an action plan, this email will include the learner action plan. If course objectives are defined for the course, the email will also include a reminder of the course objectives.

The manager information email is sent to managers 15 days after the end of the session if at least one learner has responded to the initial evaluation questionnaire. If no learner has answered the initial evaluation questionnaire, then the Manager Information email is not sent. 

Note: It is not possible to edit the manager information email content or language. Moreover, you cannot set up any reminder email. 

Manager Follow-up Email for ILT, VILT Courses

A manager follow-up email is sent to managers, a few weeks after the course, to evaluate the learning impact of the course on their team members. 

The sending of a manager follow-up email depends on the settings made by Docebo when contacting your platform’s Help Center.

Manager follow-up emails are usually sent 90 days after the session, but you can request this to be changed to a delay between 30 and 120 days after the session end date. 

You can manage follow-up emails. It is recommended not to send more than 3 reminder emails to your managers.  When a manager answers an evaluation email, all the following reminder emails are not sent. Please note that the manager evaluation email is still sent even if no learner has answered the initial evaluation questionnaire.

Note: You can request Docebo’s Help Desk team to edit this email in another language,  using your platform’s Help Center.

Instructor Evaluation Email for ILT and VILT Courses

Instructor evaluation is available for ILT and VILT courses only. It is not available for E-Learning courses. 

An instructor evaluation email containing a link to a Learning Impact questionnaire is sent to the instructor, before the training course, in order to evaluate the course that they are going to conduct. 

This email is sent 2 days before the session starts. If the session starts in less than 2 days (for example the day after the email is received), the instructor evaluation email is sent immediately. (approximately within 10 minutes of platform synchronization). 

If the session has already started, or if the instructor was created at the session’s start or added to an existing session, then, the instructor evaluation email is sent within a maximum of 4 hours after one of these events.

If the instructor has not responded to this email, they will receive a reminder email. The reminder email can be customized.

Note that if multiple instructors are recorded, each of them will receive an instructor evaluation email.

Note: You can request Docebo’s Help Desk team to edit this email in another language, using your platform’s Help Center.

Instructor Evaluation Email with QR codes for ILT and VILT Courses

Instructor evaluation is available with QR codes for ILT and VILT courses only. It is not available for E-Learning courses.

An instructor evaluation email is sent to instructors with one or 2 QR codes depending on the options you have chosen. The first QR code enables instructors to access the attendance sheet and all the data entered by learners. 

The instructor must provide learners with the second QR code, that will enable learners to access the attendance sheet and the initial evaluation questionnaire. 

Learn more about the use of QR codes in Learning Impact questionnaires. 

This email is sent to instructors, 2 days before the session starts. 

If the session starts in less than 2 days (for example tomorrow) the email is sent immediately. (approximately within 10 minutes of platform synchronization).

If the session has already started, or if the instructor was created at the session’s start or added to an existing session, then, the instructor evaluation email with QR codes is sent within a maximum of 4 hours after one of these events.

If the instructor has not responded to the instructor evaluation email with QR codes, they will receive a reminder email. The reminder email can be customized.

Note that if multiple instructors are assigned to the course, each of them will receive an instructor evaluation email with QR codes.

Note: You can request Docebo to edit this email in another language, using your platform’s Help Center. 

Instructor Session Report Email for ILT and VILT Courses

An instructor Session Report email can be sent to instructors after the course if you choose to share the report with the instructors . This email includes a link to the Session Report. This report shows an overview of the results of the initial evaluation questionnaire sent to learners, for a single session of an ILT or VILT course. Only instructors with a Learning Impact External Platform account can view the Session Report. 

This Session Report email is sent approximately 15 days after the end of the session. In the event all learners have responded to the evaluation email before the 15 days delay, the instructor session report email will be sent when the learner response rate hits 100%.

If multiple instructors are recorded, each of them will receive a Session Report email. 

Note that it is not possible to edit the instructor Session Report email. 

Individual Alert for ILT, VILT and E-learning Courses

The individual alert is sent to platform administrators in real time,in the event that a respondent answers a question with a score lower than the minimum that you have set.

Individual alert emails can only be used for nominative evaluations, not for confidential evaluations. 

To set up alerts, please reach out to us using your platform's Help Center. 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.

Note: It is not possible to edit the individual alert content or language. 

Session Alert for ILT, VILT  Courses

The session alert is sent to platform administrators (and to instructors if instructor evaluation is active) 15 calendar days after the session end date when all learners have completed the questionnaire OR on the date the last learner completes the questionnaire OR if all learners did not complete it. The session alert is available for ILT and VILT courses, it is not available for E-Learning courses.

To set up alerts, please reach out to us using your platform's Help Center. 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.

Note: It is not possible to edit the session alert content or language. 

Initial Evaluation through xAPI Protocol

If the initial evaluation is included in a course, through the xAPI protocol, in Docebo Learn platform, then, the initial evaluation email is only sent to learners who have not already answered the questionnaire.