How to Activate and Manage a Catalog

Learn how to create a customized coure catalog for your users.

Last Updated

April 16th, 2019

Reading Time

6 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 a public one. Internal catalogs will be available once the user has logged into the platform, while external catalogs are shown in the login page.

This functionality is a core feature of Docebo, available to all clients.

Managing the Settings

In order to manage the settings for your catalogs, login as the Superadmin, then access the Admin Menu from the gear icon in the top right corner of the page. Click on Advanced Settings in the Settings section and move to the Course Catalog section. Here, 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 a user is not assigned to any specific catalog.

Next, move to the Public 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 public catalog will display all public courses and learning plans, or specific courses and learning plans. Finally, in the Catalog Options section, flag whether you want to display the categories tree in a catalog. When this option is selected, the category tree can also be displayed in the Catalog widget. Define whether to enable the Share this View button in the top right corner of internal and external catalogs and in the Course Catalogs tab of the platform Global Search results page so that users can use it to copy the page link on their clipboard in order to share the filtered results of their search within the catalog with other users.

Please refer to the Advanced Filtering article for further information on sharing filtered page deeplinks. This option activates the Share this View button in the catalog page; if the catalog is displayed in a Catalog Widget, activate the button in the pages including the widget. Refer to this article of our knowledge base for further information on widget pages.

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.

Creating a General Catalog

To create a general catalog, you need to add the courses you would like to include inside of it. Access the Admin Menu, 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. Then, select the menu icon in the course’s row, then select the Advanced Settings option from the dropdown menu.

catalogs course 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 should decide:

  • Course Visibility. 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).
  • A Max Subscription Quota. Default is 0, meaning there is not a maximum. Set the maximum number of subscriptions in the corresponding text field.
  • Waiting List. If the maximum subscription quota is reached, any users that try to subscribe to the course can be placed in the waiting list of the course (for further information, refer to this article).
  • Demo Material. This material is shown in the general catalog. You can add as much demo material as necessary. Demo material can be uploaded in the following formats: pdf, .ppt, .pptx .doc, .docx, .mp4.
  • Course Subscription Settings. Establish if subscriptions are closed, open, or available during a specific time period.
  • Enrollment Policy. Who can enroll users to the course? Only the Administrator, Self Registration with Admin Approval, or Self Registration.

catalogs course settings tab

When finished, press Save Changes. Repeat this process for every course that you want to display in a general catalog, which is visible to all users of your platform.

Creating Custom Catalogs

To create a custom catalog, access the Admin Menu by scrolling your mouse over the gear icon, then press the Courses Catalog item in the E-Learning section. On this page page, select the New Catalog button in the action bar at the top. In the pop up box, add a title and a description. Please note that you cannot add images in the description, that for the 7.0 Theme all type of formatting text is removed from the Learner view and that the added text will be subject to the platform’s default CSS or custom CSS added through the branding settings. When you’re finished, press Confirm.

catalogs add new

Once you’ve pressed Confirm, you will find your catalog in the list on the management page. Now, you can start adding courses. Press the Courses icon in the catalog’s row. On then next page, press the Assign Course button, then choose from the listed courses in the pop up box. You can add both courses and learning plans by switching between the corresponding tabs on the left side of the pop up box. When finished, press Confirm.

catalogs courses

The added courses and learning plans will then appear on the Assign Courses page for the catalog. To remove a course or learning plan from the catalog, press the X icon on the course’s item. To delete multiple courses or learning plans from a catalog in one action, flag the courses’ items on the Assign Courses page, then use the On Selected dropdown menu to delete the selected items.

When you’re finished, press Confirm. Now, you can assign users. Press the Users icon in the catalog’s row. On then next page, press the Assign Users button, then choose from the listed users in the pop up box. You can add users, groups or branches by switching between the corresponding tabs on the left side of the pop up box. When finished, press Confirm.

catalogs assign users

The added users will then appear on the Assign Users page for the catalog. To remove a user from the catalog, press the X icon on the user’s item. To delete multiple users from a catalog in one action, flag the users’ items on the Assign Users page, then use the On Selected dropdown menu to delete the selected items.

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 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, see above for more information).

Course Pages from Catalogs

Once a user is viewing a catalog, he or she can press the course’s item in the catalog to view more information about the course. Note that if a course catalog doesn’t contain any courses, it is not shown in the Course Catalog page. On the course’s details page, users can view 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 rating of the course. If you’ve assigned the course to a content partner using the Content Partners app, the content partner’s banner can also appear on this page.

If any additional enrollment fields apply to the course, the Additional Information tab will appear. Enrollment additional fields are additional fields that a user or Superadmin must enter when enrolling a user into a course. Please note the iFrame additional enrollments page are not visible in this tab.

catalog details page

IMPORTANT NOTE: When accessing a course from a catalog, all users will either have to enroll into the course or purchase the course, regardless of their level in the platform (learner, Superadmin, or Power User). Power Users and Superadmins can still reach the learner view and perform Admin functionalities for courses within catalogs by reaching the course via the Admin Menu.

Hiding a Course in a Catalog

If a course has a specific timeframe in which user self-enrollment from a catalog eventually ends, you can hide the course from the catalog.

By doing so, the course can still remain in the catalog, but learners that are not already enrolled in the course will not be able to see the course in their assigned catalogs. For those that are already enrolled in the course, the course will still appear in the catalog and in the My Courses and Learning Plans area of their platforms as long as they still have a valid enrollment status (i.e. the enrollment is not expired).

catalogs hide course

To hide a course, access the course’s Advanced Settings area, then navigate to the Catalog Options tab. In the Subscriptions section, then flag the Subscriptions are Closed option. Alternatively, you can open subscriptions for a specific period of time by flagging the Subscription is available during the following period option, then adding the start and end dates in the fields below.