How to Activate and Manage a Catalog

Learn how to create a customized syllabus for your users.

Last Updated

December 1st, 2016

Reading Time

5 min


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The Courses Catalogs feature in Docebo allows you to create a customized syllabus for your users. You can activate either an internal catalog, or an external one. Internal catalogs will be available once the user has logged into the platform, while external catalogs are shown in the login page.

Activating the Courses Catalogs App

You can decide to enable or disable the catalog through the Apps and Features area. Login to your Docebo LMS as the Superadmin. Then, select the Apps & Features icon on the bottom half of the left sidebar.

APPS and Features - menu ENG

Once you’re in this area, select the Additional Features tab in the tab menu on the left side. Then, find the app in the list and press the Activate App button.

Courses catalog

Read the description in the pop up box, then press Activate Now. The app is now active in your LMS.

Managing the App

Once you have activated the app, you can find it in your Admin Menu. Scroll your mouse over the gears icon in the left sidebar, then select the Settings item in the Courses Catalog section.

course catalog admin menu

On the Settings page, you can decide if you want to show the internal catalog on a specific page or hide the catalogs. You can also flag whether you want to show the internal generic catalog if user is not assigned to any specific catalog.

Next, move to the External Catalog section, and flag whether you want to show the catalog to non-authenticated Docebo users. If you flag this option, the calendar will appear in the login page. Once this option is flagged, you then need to decide whether the external catalog will display all public courses and learning plans, or specific catalogs (available only for Docebo 6.7 or higher).

If you flag the option to display an external calendar on a Docebo login page, please remember that the calendar view for the catalog is only available for those using Docebo 6.9 or higher.

Finally, in the Catalog options, flag whether you want to display the categories tree in a catalog, and if you want to course details to stay on a specific, dedicated page (available only for those using Docebo 6.5 or higher).

Screen Shot 2016-06-16 at 12.58.22 PM
Press Save Changes when you’re finished. Now you can start creating your courses catalogs. Decide whether you want create a single general catalog, visible to all users or create different catalogs to assign to different users, groups or branches. Let’s take a look at both processes.

How to Create a General Catalog

To create a general catalog, you need to set the courses you would like to include inside of it. Access the Admin Menu from the left sidebar, then press the Courses subitem in the E-Learning section to access the main Course Management page.

Once on this page, find the course you would like to add into a general catalog in the list of courses on the bottom half of the page. Then, select the menu icon in the course’s row, then select the Advanced Settings option from the dropdown menu.

Advanced settings

In the Advanced Settings menu, select the Catalog Options tab. Here, you can decide whether you want to add this course to a general or a specific catalog.

In the Catalog options tab, you have the following possibilities:

  • Decide who can see your course. If you set the course view option to everyone, the course will appear in the external catalog (if you’ve created one). The second option, only for logged in users, allows the course to be shown in the internal catalog. The third option allows access only to the users subscribed to the course (the course will not appear in any catalog).
  • Next, decide if there is a max subscription quota to the course, and set the number of allowed entries.
  • Decide if overbooking is allowed (for further information, check this article).
  • Add demo material, which will be shown in the Docebo catalog. You can add as much demo material as you’d like. Demo material can be uploaded in the following formats: pdf, .ppt, .pptx .doc, .docx, .mp4.
  • Establish if subscriptions are closed, open, or available during a precise time period.
  • Set the enrollment policy. Who can enroll users to the course? Only the administrator, Self Registration with Admin Approval, or Self Registration.

When you’re finished, press Save Changes. You’ll need repeat this process for every course for which you would like to display in a general catalog, which is visible to all users of your platform. Now, you can check the final outcome:

General catalog

How to Create Custom Catalogs

To create a custom catalog, reach the Catalog Management page. Access the Admin Menu by scrolling your mouse over the gears icon in the left sidebar, then press the Manage item in the Courses Catalog section.

course catalog admin menu

Once you’re on the main management page, select the New Catalog button in the action bar at the top of the page. In the pop up box, add a title and a description. You can edit the text of the description as desired. When you’re finished, press Confirm.

New catalog

Once you’ve pressed Confirm, you will find your catalog in the list on the bottom half of the management page. Now, you can start adding courses. Press the Courses icon in the catalog’s row (see below).

Add courses

In the pop up box, click on Assign Course button, then choose from the listed courses. You can add both courses and learning plans by switching between the corresponding tabs on the left side of the pop up box.

Add items

When you’re finished, press Confirm. Now, you can assign users. Press the Assign Users item in the catalog’s row, then select users you would like to assign in the pop up box. You can choose between single users, groups, or branches using the corresponding tabs on the left side of the pop up box.

Add users

In order for a user to access catalogs to which he or she is assigned, he or she can select the Courses Catalogs option from the main user menu on his or her platform. Please note that courses in the general catalog will be only shown to users if they have not been assigned to any custom catalogs (you can manage this option on the Settings page).

Showing Course Details as a Dedicated Page

If you flagged the option on the main Catalog Settings page to show course details on a specific, dedicated page, a user will be redirected to said page when they press the Subscribe button for a course in a general catalog. This feature is only available for Docebo 6.5 or higher.

 SubscribeOn the course details page, you can show the user a description of the course, a list of the training material and available sessions included in the course, the duration and language of the course, if users have the ability to rate the course, and the number of people rating the course. Below, you will find an example of a course details page:

Course details