Coach and Share: Channels & Assets

Discover how to manage channels & informal learning assets.

Last Updated

July 11th, 2019

Reading Time

9 min


Most E-Learning Platforms are developed to boost formal, structured learning, but Docebo’s Coach & Share module allows you to implement the informal learning approach into your company’s holistic learning plan. This manual will cover how to view and create channels, how to upload content, and the peer review process. Please refer to the question and answers manual to learn more about that feature of the Coach & Share module.

Coach & Share module is available for Growth and Enterprise clients as an optional feature.

Viewing and Configuring Channels

Channels are streams of topics that include all of the assets uploaded by experts and LMS users. They can also include courses and learning plans created by the Superadmin. Channels allow users to easily and quickly access content divided by categories. They can be shown in the platform’s dashboard by activating the proper widgets (refer to this article).

coach share channels

Access the platform as the Superadmin, reach the Admin Menu, then select the Channels item from the E-Learning section. As the Superadmin, you will be the only person in charge of creating channels. Three channels are created by default:

  • Continue To Watch and Learn. This channel includes all of the items, either courses or content, you still need to complete.
  • New Invitations and Subscriptions. This channel includes all of the content you have been invited to watch and the courses or learning plans in which you are enrolled.
  • My Learning History. This channel includes all of the items, either courses or content, you have already completed.

Please note that all of the channels listed above are visible in every platform, regardless of whether Coach & Share is enabled or not. In these channels, only course and learning plans in which the learner is enrolled will appear within the channels. All channels will be shown in the list of channels on this page. In each channel’s row, there will be a visibility, upload permissions, experts, and show column.

In the Visibility Column, you can assign a channel to specific groups or branches. Please note you cannot associate a channel to a single user. Press the item in the column in the channel’s row to edit the permissions. Users who are not assigned to any course in a channel will not see that channel in their dashboard. Remember that users cannot give themselves visibility to a channel. Only Superadmins (or Power Users with granted permissions) can assign users to channels.

Please note: When you are selecting branches of users of your organization chart to assign them visibility over a channel, please note that in order to make it easier and faster to select branches, you will see a text input field to type in branch names rather than a list of branches to select if you have more than 1,000 branches in your platform.

In the Upload Permissions Column, you can assign the right to upload content within a channel. Press the item in the column in the channel’s row to edit the permissions. You can choose from the following options: everyone can upload and publish assets to this channel, everyone can upload assets to this channel but Experts peer review is needed before publication, or only Experts can upload and publish assets to this channels. Once you have chosen the upload permission policy, select Finish.

In the Experts Column, you can assign a specific expert to each channel. The expert will be able to review the content uploaded by the users and, through the peer-review process, publish or reject the content. In order to assign one or more experts to the related channel, select the item in the channel’s Expert column. On the main Experts page for that channel, press the Assign Experts button. Then, choose the expert from the list, and press Confirm.

In the Show Column, you can choose whether you want to insert the related channel in the users’ dashboards or not. Click on the check mark icon in the channel’s Show column to make the dashboard available. The green icon means that the channel is already visible, and the gray one means that the channel is hidden. You can press the icon again to hide the channel.

Creating a New Channel

To create a new channel, select the New Channel button on the main channels page, then choose a language from the dropdown menu in the pop up box. Add a name for the channel as well as a description for every translation. You can add as many languages as you want by selecting the language from the menu, then adding the related translation.

Press Next to proceed. Select an icon and a label color. Press the colored square next to each item, then choose the color from the color wheel. Select the tone by clicking on the square. You can also write the color code in the related box if you already have a specific color in mind.

coach share channels

Then, choose how you want to sort the channel items. Select next to proceed.  Define who can view the channel: All users or specific ones (selected groups or branches). If you flag the latter option, you will need to choose which users, groups, or branches can view the channel. Select Next to proceed. Now, choose how you want to manage the upload content policy. See the previous section for more details about Upload Permissions.

Select Next to proceed. Then, complete the channel creation process by assigning experts to this channel. In the pop up box, press the  the Assign Experts button. If desired, you can assign Experts later pressing the corresponding item in the channel’s row on the main Channels page. In this case, complete the process by selecting the Finish button.

Sharing Content (Assets)

Both learners and experts can share content by selecting the Contribute item from the the main menu. On the upload page, press the Browse button to search for the content on your device, drag and drop the file into the platform, or share a link from YouTube, Vimeo, or Wistia. Additionally, you can share an asset from Google Drive or Record Your Screen.

Once the content is uploaded, the user can edit details or publish it directly as is. Please note that you are required to give the content a title, description, and flag the asset visibility setting:

  • Private. This asset will only be visible to myself and to whom I decide to invite.
  • Public. Select a channel where you’d like to publish your asset.

For some channels, an expert must review the content using the peer-review process (see below) before the content will be published. You can also add tags to your asset to improve its searchability and flag the option to allow users to download asset file. Some tags may be automatically generated based on the content of your asset, as understood by your platform using artificial intelligence (note that this only works for English content). You can edit or remove tags at any time.

assets upload

If the Perform module is available in your platform, you can assign skills to the asset so users with gaps in this skill may see this asset as a learning suggestion. The selected skills will also appear on the asset’s page when learners are viewing the asset. Finally, you can upload a custom thumbnail. Press the plus button to add a thumbnail, then select an image from your device. In case you have an existing custom thumbnail, you can press the Replace button to choose another one.

When the content is uploaded and you’ve added all of the details for the asset, press Finalize and Publish.

Any details that you add when creating an asset can be edited later when you edit the asset. Please remember that Superadmins can edit the details of any asset in the platform. Experts can edit the details of any assets in the channels that they manage. Asset owners can edit the details of any asset that they uploaded into the platform. However, only Superadmins can change asset visibility.

After you’ve watched an asset, the Other assets that may interest you box on the page will show you similar assets that you may want to view as well. Private assets from the same owner of the asset that you just wanted will appear (if you have permission to view the asset), and public assets with the same owner, channel, tags and rating will also appear here.

Please note: Assets are retained in the system as far as the user who created them is still present in the platform. If a user is deleted, all the assets uploaded by this user are also removed from the platform, so it is strongly advised to deactivate users instead of deleting them

Adding Video Tooltips

Tooltips are short overlay messages (up to 100 characters) Superadmins and Experts can add to the video assets uploaded in the platform. They are used to add extra information to the content and to stimulate users’ attention.

After publishing the video, move to the page of the video in the platform, click on the ellipsis button in the top right corner and select Video Tooltips. Click the plus button in the tooltip editor to add a new tooltip. You can choose between a dark or light style for better visibility, according to your content. Add your text, then press Save.

The tooltip will be displayed at the beginning of the timeline bar, but you can move it according to your needs. You can add more than one tooltip with the same timing; in this case, a new layer will be added to the timeline. Select a tooltip from the video timeline to edit it, change its position and duration in time, then press Save to confirm. The minimum duration is 3 seconds without any limitation in max length. To remove a tooltip, select it, then click Delete in the tooltip editor. Press Back to View Mode to go back to the video page.

Filtering Channels

For public and user personal channels, you can filter content in the channel on the channel’s page using the Filters button. You can filter content by date of availability, status, type, deadline, duration or rating. You can also use the Sort By dropdown menu on the right side of the page to sort your content.

coach & share filters

Please note that only Superadmins can view all content (published, private, or in review), regardless of channel visibility settings or status. Learners and Experts can only view published content in channels that are visible to them when viewing another user’s personal channel.

coach & share assigned experts button

For public channels, you can also see channel experts by pressing the Assigned Experts button at the top of the page. The slideout panel will then show you the assigned experts for the channel. Press the name of the expert to reach his or her personal channel.

Expert Tasks

Once new content has been uploaded, all of the experts associated with the content’s topic will see an alert on their dashboards. You can also set up a notification (using the Notification App) to alert the relevant experts about the new content that requires review. For experts to see all of their tasks, press the My Expert Tasks item in the main menu.

coach share my expert tasks

Expert tasks are divided into three sections: Requests to Satisfy, Assets to Review/Approve, and Questions to Answer. Please note that experts will only see their specific tasks, while Admins will see all tasks for all experts:

  • Requests to Satisfy. This tab shows which tasks have been assigned to you as an expert that have yet to be satisfied as well as which tasks you’ve muted. Superadmins will see all unsatisfied requests assigned to all experts. To satisfy a request, you need to answer the question using an asset as part of the answer.
  • Assets to Review/Approve. This tab shows assets that have been uploaded by users, but have not been published because they are waiting to be approved via the peer review process. An expert can view all content to review, only new content, and muted content. An expert will just see the assets assigned to them, while Superadmins will see all content waiting for approval from all experts in the platform. To review an asset, you need to use the peer review process (see more below).
  • Questions to Answer. This tab shows all questions from channels or learning objects in courses that are assigned to the expert. Experts will see all open questions, new questions, and muted questions.

The Peer Review Process

All content needing to be peer reviewed by an expert is found in the Assets to Review/Approve tab in the My Experts Tasks area (access from the main menu).  Press the Edit icon that appears when you scroll your mouse over the asset in the list. Now you can edit the details of the content, add new tags, or discuss any details with the contributor using the chat box on the right side to verify the content and request additional information.

coach share peer review

Additionally, experts can rate the content related to their topic of expertise. These ratings will be visible in channels. Once the peer review process is complete, the expert should publish the file, thus making it available for all learners in the channels. Press Save when finished.

Triggering Questions & Answers

Once content has been published, any user can ask questions about it, which triggers the coaching process, whereby experts (and other users, if you have granted them permission) can respond and evaluate the responses of others. A discussion is only considered complete when a response is tagged as the best one. Please refer to the questions and answers article to learn more about this process.

Viewing a Specific User Channel

Superadmins have the ability to view a user’s personal channel, which will display all of the shared assets and statistics of the user. If you’re on the User Management page in your platform, find the user in the list of users, then press the menu icon at the end of the row. From the dropdown menu, select the Channel item. You will then be redirected to the user’s personal channel page.