Creating and Managing Subscription Plans

Group catalogs together to sell via subscription plans.

Last Updated

May 21st, 2019

Reading Time

14 min

Introduction

In Docebo, course catalogs can be bundled together and sold via subscription plans in your Docebo LMS. This article will outline how Superadmins and Power Users (if given specific permissions) can create and manage subscriptions, bundles, plans, and subscription records. Please note that the subscriptions module only works in the Docebo 7.0 theme, not the Docebo 6.9 theme.

This feature is available for both Growth and Enterprise clients.

Activating the Subscriptions App

Begin by logging into your platform as the Superadmin and accessing the Admin Menu. From the top of the menu, press the Add New Apps button. On the Apps & Features page, select the Docebo Additional features tab. Find the app in the list of apps in this tab, then select the Try It For Free button in the app’s row. Read the information in the pop up box, then press Try It For Free. The app is now activated in your platform.

subscriptions activate

Configuring Subscription Settings

Access the Admin Menu, then press the Settings item in the Subscription section. Configure the following settings:

  • Enforce Seat Limit. Blocks user enrollments if there are not enough seats available. If you don’t enforce the seat limit, users will be allowed to enroll in courses or learnings plans included in the bundle, even if the enrollment limit has been exceeded.
  • Enforce Licenses Limit. Blocks user association if there are not enough licenses available. If you don’t enforce the license limit, users can be associated with the subscription even if the license limit has been exceeded.
  • Enforce Expiration Dates. Blocks access to courses for expired subscriptions. If this option is enforced, users will not be able to use the subscription after the expiration date.
  • Renewal Method. Defines the default renewal method for new subscriptions. You can choose to have manual or automatic renewals as the default setting. Automatic renewals will automatically take the payment method on the day that the subscription expires. Please note that wire transfers are not accepted as payment method when the renewal method is set to Automatic.
  • Allow Licenses Refunding. Increases the number of licenses if a user is removed from a subscription. This way, if a user gives up his or her license, you can give the free license to another user.
  • Allow Seats Refunding. Increases the number of seats if a user is removed from a subscription. This way, if a user gives up his or her seat, you can give the free seat to another user.
  • Show Subscription Tab First in Assigned Seats. In the Manage Seat page show as first page the subscription menu.

Press Save Changes when you’re finished to save your settings.  All of these settings are also available when configuring individual multidomain clients.

Creating Bundles

The first step in creating a subscription is creating a bundle, which is a group of catalogs (composed of courses and learning plans) that you put together. You then assign the bundle specific attributes in order for it to be sold via subscription plans. To create a bundle, access your Admin Menu. Press the Manage item in the Subscriptions area.

Press the plus button on the top right corner of the page. In the slideout panel, add the bundle name, code, bundle type, and description. The two different bundle types are:

  • Seats. Each seat is a single enrollment for a single course within the bundle catalog. Seats are distributed individually on a user-to-course basis.
  • Licenses. Each license provides access to the entire subscription. Once a Superadmin grants a license to a user, the user is then given access to all of the courses within the subscription, and can freely enroll into as many courses as desired.

Press Next. Now, fill in the additional fields related to the bundle, if configured. Please note that you must fill in the mandatory additional fields in order to continue. Refer to the corresponding section below to learn more about creating and managing bundle additional fields. Then, press next.

On then next page in the panel, select which groups or branches can view the bundle. You can flag the option to include or exclude descendants of branches, if desired. Then, press Next. Add catalogs that you want to include in the bundle by flagging the check box next to the catalog name. You can filter catalogs and search for them as necessary using the search bar. Press Next.

New bundles are created as Unpublished. You can publish them only after associating them to a plan. Please refer to the next section of this article for further information on how to create a plan for your bundle. If you don’t publish the bundle, it is not available to sell.

Creating and Managing Plans for Bundles

Once your bundle is created, you can create plans for it. A bundle can have multiple plans (usually based on time or validity period). A plan is how you choose to sell the bundle to users.

Find your created bundle in the list of bundles on the Manage Bundle page. In the bundle’s row, press the item in the Plans column. On the Plans page for the bundle, you will see all of the plans that you’ve already created for the bundle, or an empty list if you haven’t created any yet. To add a new plab, press the plus button at the top of the page.

In the slideout panel, add the plan name, code, price, number of seats/enrollment, duration type (either days, months, or years using the dropdown menu), validity period, renewal type (none, manual, or automatic), and whether you want to apply the enforce limit for seats or licenses. When finished, press Next.

Please note that if you flag none as the renewal type, users can complete a one-time purchase of the plan. For customers the non-renewable subscription plans, coupons can be applied only while purchasing these plans in the coupon is valid for all courses in the platform. The corresponding option when configuring a coupon must be flagged.

On the next page in the panel, fill in the additional fields related to the plan (if configured), if desired. Please note that you must fill in the mandatory additional fields in order to continue. Refer to the corresponding section below to learn more about creating and managing plan additional fields. Then, press Confirm.

The plan will then appear in a list on the Plans page for the bundle. Each plan’s row in the list will have all of the configured details. Hover your mouse over the plan’s row in the list to see the edit and delete icons at the end of the row. Press the edit icon to change any of the details that you previously configured, then press Confirm when you’re finished.

If you want to delete a plan, you will be asked to confirm the action before your platform deletes the plan from the bundle. In the list of plans for the bundle, you can press the titles of the columns (plan name, code, seats, renewal type, price) to organize the plans accordingly.

Once the plan is created, if the plan is the first plan associated to a bundle, you can publish the bundle. Go back to the Manager Bundles page and click on the item in the Publish column to publish the bundle.

Creating Additional Fields for Bundles or Plans

You can also create and manage additional fields related to bundles or plans. To do so, access the Manage page for Subscription Plans from the Admin Menu. On the main Manage Bundles page, switch the the Additional Fields tab at the top. In this tab, you will find all of the additional fields that you’ve created.

Press the filters item on the left side to filter which fields appear in the list based on whether they are fields for a bundle or for a plan. To create a new additional field, press the plus button in the top right corner, then press New Additional Field item that appears below.

In the slideout panel, begin by flagging whether the additional field is for a bundle or for a plan. Then, select the field language at the top by pressing the globe icon, then selecting your preferred language from the list. Next, select the field type from the Field Type dropdown menu: date (provides a calendar), dropdown field, or free text field.

subscription add fields

Add a field name to the corresponding text field. For the dropdown field type, insert all of the dropdown elements into the corresponding text field, pressing the New Element button after each individual element, in order to add it to the dropdown menu.

Then, flag whether this field is considered mandatory or not. If you enable this option,  you must complete this additional field when creating a new bundle, plan or transaction. When finished, press Create.

The additional field will now appear in list in the Additional Fields tab. Hover your mouse of the field’s row for the ellipsis icon to appear. From there, you can edit or delete the additional field. The field can now be assigned to a bundle or plan. Edit an existing bundle or plan, or create a new bundle or plan to use the additional field.

You can also manage the additional fields of a transaction. Refer to the Managing Transactions section for more information.

Managing Bundles

Once you’ve created bundles (and plans for your bundles), you will find all of your bundles in a list on the Manage Bundles page (Admin Menu, Subscriptions section, Manage subitem). Each bundle’s row displays the bundle code, name, description, type, visibility, items inside the bundle, number of plans associated with the bundle, and whether the bundle is published or not.

To publish an unpublished bundle, press the grey circle in the Published column, change it into a green check mark. Unpublish a bundle by pressing the green check mark, turning it back into a grey circle. If you see a yellow warning sign in the Published column, that means that your bundle is missing pieces in order for it to be publishable. Please reconfigure the bundle.

When placing your mouse over the bundle’s row in the list, a menu icon will appear at the end of the row. Press the icon to see the dropdown menu. You can duplicate a bundle, which allows you to duplicate all settings related to the bundle, and change whatever necessary. This option allows you to create similar bundles without repeating every step of the bundle creation process. Press the Edit item to edit bundle details, or press the Delete item to remove the bundle completely from your LMS.

Subscribing to Bundles as a Learner

Learners are able to subscribe to bundles both inside and outside of the LMS. Please note that an end user will not see any subscription plans inside or outside of the LMS unless the subscription plan has one licensed-subscription available with a plan with that has only one license, and the user must have assigned visibility by the Superadmin to view that subscription plan when the plan was configured. Refer to the chart below for more information.

subscription plans visibility

Please note: Coupons cannot be applied to the purchase of subscriptions as they do not go through the checkout process.

Subscribing to Bundles from Inside the LMS

Once logged into your Docebo platform, access your main menu, then press the Subscriptions Catalog item. On the subscriptions page, select which bundle interests you. In the bundle’s frame, select the What’s Included item to see which courses are included in the bundle. The courses will appear below. Press the Filters item to filter which courses you see based on catalogs, types, duration, or languages. Use the Search item to search for specific courses.

Press Choose Plan to select to which plan you will subscribe. Flag your plan of choice. If you want to pay via credit card, press the Pay With Stripe button, add your payment info into the pop up box, then press the Pay. Once payment is complete, you will see your subscription in the My Subscriptions area of your platform.

If the plan is not renewable, you can pay via wire transfer. Select Wire Transfer to be redirected to the order confirmation page, showing the bank details to execute the wire transfer. Click Order Details for a detailed view of your transaction, your billing information and the bank account details. You can print or save this page from your browser.

Depending on how the Superadmin configured the platform, you may also receive a notification (New wire transfer transaction) with the bank details, to proceed with your payment.  As an option, you may also receive the Wire transfer transaction marked as paid notification when the payment is confirmed and the Wire transfer transaction cancelled notification when the payment is refused, instead.

Subscribing to Bundles from Outside the LMS

On the login page of the LMS, select which bundle interests you from the catalog section. In the bundle’s frame, select the What’s Included item to see which courses are included in the bundle. The courses will appear below. Press the Filters item to filter which courses you see based on catalogs, types, duration, or languages. Use the Search item to search for specific courses.

Press Choose Plan to select to which plan you will subscribe. Flag your plan of choice, then press the Pay With Stripe button. You then need to log into the LMS using your platform credentials, then press Sign In. Next, add your payment info into the pop up box, then press the Pay button. Once payment is complete, you will see your subscription in the My Subscription area of your platform.

Managing Your Subscriptions as a Learner

Once you’ve purchased a subscription, you will see it in the My Subscription area of your platform, which is accessible by pressing the corresponding button in the header. In this area, you can renew or terminate the subscription, or assign or unassign users from the bundle (for Power Users).

After purchasing a subscription, all of the courses in that bundle will be accessible via the catalog that was in the bundle you purchased. From there, you can directly enroll into the courses of your choosing. Please note that the learner must have visibility to the catalog in order to see and enroll in the courses. If you see one of the courses from your subscription in an internal catalog, it will be labeled as Free, so you won’t need to purchase the course again.

Managing Transactions

To manage transactions for your sold plans, press the Transactions item in the Subscriptions section of your Admin Menu. On this page, each transaction equals one sold plan, with one record per row. Each record will show the creation date, transaction code, to whom the subscription was sold, the expiration date, bundle name, plan name, number of renewals of the purchase, and status.

Search for a specific record using the search bar, or filter which records you see in the list using the Filters button in the top left corner of the page. In the slide out section, press the Add Filters button, then select which fields you want to flag and press Confirm.

Press the Columns icon in the top left corner to flag which columns you want to view in the records list. Once you press the column title (if the column is active already), it will change to grey, and the column will be removed completely from the list, and vice-versa. You can press the column title again to add a column. At the bottom of the slideout menu, press the Reset to Default View button to return to the original column view for the records lists.

By placing your mouse over the record in the list, you will see the menu icon at the end of the row. Press the menu icon, then select an action from the dropdown menu:

  • Renew. By pressing this item, a slide out form will appear, confirming the details of the record. By renewing a record, you cannot change the details of the transaction, but you can add notes, as desired. When finished, press Confirm at the bottom of the form. Please note that this is only applicable if the sold plan is not set to be automatically renewed.
  • View Note. By pressing this item, you will see any notes related to the record. You cannot edit the notes with this item.
  • Modify Items. By pressing this item, you can manually add or remove catalogs for a specific record.
  • Edit Sold To. By pressing this item, you can modify to whom to plan is sold by changing either the branches or the users.
  • Edit Info. By pressing this item, you can edit all of the information associated with the record.
  • Delete. By pressing this item, you will delete the transaction record from your LMS. This action cannot be undone.

To view renewal information, press the renewals icon in the corresponding column in the record’s row. In the pop up box, each date will have its own section. Press the arrow next to the date to view the renewal details. Press the Manage Sold Plans button to return to the list of all records.

To activate or deactivate a record, press the checkmark in the status column of a record’s row. When you deactivate a record, the purchaser and any seats or licenses that may have been assigned to other users by that purchaser will be deactivated, meaning those users will no longer have accesses to the courses included in that transaction.

Creating Transactions for Branches and Groups of Users

You can manually create a transaction of a plan sold to branches and group of users. To do so, press the plus button in the top right corner of the Manage Transactions page, then click on New Transaction. In the slideout panel, begin by selecting which bundle and plan to include in the transaction using the corresponding dropdown menus.

Then, add the transaction name, price, code, start and end date, quantity of sold plans, and whether you want to activate this record upon creation. You can also add notes related to the transaction. Then, press Next

Now, fill in the bundle or plan additional fields you want to include in the transaction. Please note that any additional fields coming from the bundles or plans that you selected in the transaction will be pre-filled, but you can edit them as necessary. Refer to the corresponding section of this article to learn more about creating and managing additional fields. Then, press Next.

On then next page in the panel, select which groups or branches apply to the transaction. You can flag the option to include or exclude descendants of branches, if desired. Then, press Next. Add catalogs that you want to include in the transaction by flagging the checkbox next to the catalog name. You can filter catalogs and search for them as necessary using the search bar. Press Create.

The created translation will now appear in the list on the Manage Transaction page. Refer to the Managing Transactions section of this article to learn more.

Creating Transactions of Sold Plans for Single Users

In order to manually create a transaction of a sold plan for a single user, press the plus button in the top right corner of the Manage Transactions page. Click on New Individual Transaction.

In the Information section of the slideout right panel, either type the username or the email address of the user associated to the transaction, and select one of the available users proposed by the autocomplete function.

Select which bundle and plan to include in the transaction using the corresponding dropdown menus. Add the transaction name, price, code, start and end date, quantity of sold plans, and whether you want to activate this record upon creation. You can also add notes related to the transaction. Then, press Next.

Now, fill in the bundle or plan additional fields you want to include in the transaction. Please note that any additional fields coming from the bundles or plans that you selected in the transaction will be pre-filled, but you can edit them as necessary. Refer to the corresponding section of this article to learn more about creating and managing additional fields. Press Create to terminate the process.

The created translation will now appear in the list on the Manage Transactions page. Refer to the Managing Transactions section of this article to learn more.

Managing Seats and Licenses for Subscriptions

For Superadmins and Power Users with permission to manage seats for courses, access the Manage Seats page from the corresponding item in the E-Learning section of the Admin Menu. On this page, each transaction will have its own row.

Each row will display the purchase date, transaction code, name, type of purchase (seats or licenses), number of licenses or seats that have been assigned, associated users, enrollments completed, the expiration date of the transaction, and the number of renewals.

By hovering your mouse over the transaction’s row, a menu icon will appear at the end of the row. Press the icon, then select an option from the dropdown menu. For licenses, you can renew the license manually, enroll users, as well as unassign and assign licenses.

When enrolling users for licenses or seats, select which branches, users, or groups to enroll in the slideout panel. Press Next to continue. Then, select into which courses you want to enroll the users. Please note: subscriptions can be linked to branches; if a user is removed from a branch associated to a subscription, he/she will not be able to use his/her subscription anymore. Depending on whether the subscription is linked to seats or licenses, if the Allow Seats Refunding or the Allow Licenses Refunding option is active in your platform (in the Settings menu in the Subscription section of the Admin Menu), the user will be refunded for the subscriptions linked to courses not started or not completed. Subscriptions used for courses already completed will not be refunded.

Press Next to proceed. Then, assign a user level for the users.

If desired, you can flag the option to set enrollment deadlines, then insert the activation and expiration dates. Then, insert additional information, as necessary. When finished, press Confirm.

NOTE: If a power user is expected to assign seats to users, the following power user configuration is necessary:

– Power user must have “View” permission for courses.

– Power user must have “View” permission for users.

– Power user must have “Manage Seats” permission for subscriptions.

– Power user must have visibility to the courses in the bundle.