Creating and Managing Learning Plans

Create mandatory educational programs for users.

Last Updated

July 23rd, 2020

Docebo Module

Learn

Reading Time

7 min

User Level

Introduction

Docebo allows you to create a learning plan to assign to individual users, organization chart branches or groups. Learning Plans consist of a list of courses that the user must follow in a specific order. These plans can be customized to allow specific enrollment rules, course purchases, certifications, and much more. Let’s see how.

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

Use Case Scenarios

As a Superadmin, you may want your learners to complete a group of courses in sequential order, meaning that they will need to complete Course A prior to Course B, and then B before Course C and so on. It is imperative that learners advance in the learning plan by completing courses according to the sequence you set. Use learning plans to set prerequisites and keep courses locked until the completion of other courses.

Configuring Global Settings for Learning Plans

Begin by configuring the settings for all learning plans. Log in 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 Learning Plan section. In the Redirect Behavior section on the Settings page, you can flag the option to redirect the learner to the Learning Plan page after completing any course inside a learning plan.

Please note that this only works if the platform is able to identify from which learning plan a user is coming. When you’re finished press Save Changes.

Creating a Learning Plan

To create a learning plan, access the Admin Menu, then press the Learning Plan item in the E-Learning section. This page lists the learning plans already configured in your platform. Click on New Learning Plan to start creating a new learning plan. The pop-up box used to create the learning plan is divided into three tabs: Details, Settings, and Share.

Start from the Details tab. Define the learning plan name, description, and code (optional), then choose a thumbnail or upload your own.
Move now to the Settings tab and flag whether you want to show the learning plan in catalogs. If you flag this option, then a fourth tab, E-Commerce, will populate to configure the price of the learning plan, as well as its selling options. You can set the days of validity of the learning plan, allowing users to access it for only a specific number of days after they enrolled in it, or after they accessed it for the first time. Select one of the available options, depending on your preferences:
  • After first course access. The number of days is calculated from the first time a user accesses any course in the learning plan.
  • After Being Enrolled in the Learning Plan. The number of days is calculated from the user’s enrollment date. If a user is waiting to be approved in the learning plan (due to a pending E-Commerce payment or waiting for Admin approval), the validity period starts from the date the enrollment is approved.

If Discover, Coach & Share is enabled in your platform, you can publish the learning plan in any of the platform channels, but remember that learners will see it only if they have visibility permissions for those channels.

Finally, assign certificates, certifications, and credits to your learning plan, if desired. Users will be able to download their certificates either from the My Activity page, Learning Plan tab, or from the learning plan page. Certifications are only available in the My Activity page, Certification tab.

Certificates for learning plans are issued only when a user has completed ALL of the courses within a learning plan. This also applies if a learner is only enrolled in a few, but not all, of the courses within a learning plan.

Move to the Share tab, where you can flag the option to enable enrollment links for the learning plan. This means that you can create a link from within the platform to share with your users outside of the platform. When users click on this link from an external website, they will automatically be enrolled in the learning plan. Learn more about enrollment links.

If you have selected the Show this learning plan in the course catalog option in the Settings tab, then you can also configure the settings in the E-Commerce tab. Select the Put this learning plan on sale option to activate the selling options of the learning plan. You can then set the price of the learning plan as well as determine if the learning plan must be bought in full or if courses can be bought individually. In the latter case, the final price will be the sum of every single course selected. More information about E-Commerce in your platform.

Deleting a Learning Plan

In order to delete a learning plan, click on the corresponding icon in the learning plan’s row. Please note that when you delete a learning plan, the courses associated with the learning plans are not deleted, and users are not automatically unenrolled from the courses included in the learning plan. If you want to unenroll users from the courses included in the learning plan after deleting the learning plan, you have to do it manually.

Assigning Courses to your Learning Plan

In order to assign a course to your learning plan, press the icon in the Courses column in the learning plan’s row (in the list of learning plans on the management page). In the pop-up box, select the courses you want to add to the plan, then press Confirm.

The platform will display the list of courses as originally selected, but you can change the order of the courses by pressing the Move icon (the crossing arrows), then dragging and dropping the courses according to the order that you need. You can also define learning paths through a selection of prerequisites.

For example, to access a second course, you will have to complete the first one. In the Prerequisites area, you can choose to unlock a course only after the user has completed the previous one. Select the course you would like to be the prerequisite of another course, then press Confirm. You can also define time-based prerequisites (e.g. the third course of the learning plan will be available 3 days after the second course has been completed). Repeat the process for all of the courses included in the plan, as desired.

You are free to add or remove courses from a learning plan at any time, but remember that the learning plan completion percentage will be impacted by this action. For example, if a learning plan is composed of three courses, and the learner completes two of them, the learning plan completion percentage will be 67%. If you add a course to the plan, the completion percentage will be reduced to 50%.

Assigning Users to a Learning Plan

After creating a learning plan, you then need to assign users to it. To do so, select the icon in the Assigned Users column of a learning plan’s row (in the list of learning plans on the management page). In the pop-up box, you can flag individual users, groups, branches, or roles. Press Confirm to complete the process.

Please note: When you are selecting branches of users of your organization chart to enroll in a learning plan, 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.

To learn more about how users can access and navigate learning plans, refer to this article. If you added the learning plan into a course catalog, users will be able to buy the learning plan or enroll themselves in it (depending on the settings of the course catalog and the learning plan itself).

If you, as a Superadmin, enroll yourself into the learning plan, while in Learner View, you will have to satisfy the same prerequisites as learners to unlock the courses in the learning plan. If, for example, a course in the learning plan is unlocked only after completing another course, you will have to complete the course set as prerequisite to proceed with the training and complete the learning plan, as any other learner. You can still manage locked courses from the Course Management area of the Admin Menu.

Please note that when users unenroll from a learning plan, they don’t unenroll from the courses within the learning plan.

Unenrolling Users from a Learning Plan

In order to unenroll a user from a learning plan, click on the enroll users icon in the learning plan row to access the list of enrolled users. Click now on the X icon in the row of the user you want to unenroll.

In the pop-up box, set whether you wish to unenroll the user also from the courses included in the learning plan. Remember that users will not be unenrolled from the courses shared with other learning plans. When selecting this option, you will then be able to choose whether to keep the user enrolled in the courses with completed and/or in progress status.

Also, the tracking of the training materials included in the courses will not be reset upon unenrollment. If the user is enrolled back in the course, the completion status of its training materials will be restored.

Press Confirm to complete the operation. Depending on the number of unenrollments, a background job may be started.

Best Practices

Use a learning plan when:

  • You need to generate blended training
  • You have a huge course to divide into smaller ones
  • You want your learners to complete courses in sequential order

For a better experience, it is recommended that:

  • You keep the learning plan description as short as possible, in order to be more focused on the list of courses in the learning plan first page
  • You create a training material (e.g. HTML page) containing an introduction of the learning plan in the first course and a training material containing a conclusion in the last course
  • You set prerequisites in a clear and understandable way for the user, especially if a classroom and an e-learning course are included in the learning plan
  • If courses are configured for sale with the E-Commerce app, and are also a part of a learning plan that is not for sale, users will be able to access those courses without purchase if they access them via a learning plan.

Manage different certifications within the same Learning Plan:

If desired, it is possible to create a Learning Plan with different certifications assigned to it. In order to do that, assign the certifications created with the Certification and Retraining app to the courses included in the Learning Plan, not at Learning Plan level. For example, you can setup a Learning Plan including an e-learning course with annual renewal and a classroom course with three-year renewal.

Manage Learning Plans in multiple languages

If your learners speak different languages (such as French Canadian and Canadian English), you may want to create a learning plan where every course is proposed in all of the languages you need to support. You can work this out by setting equivalences between courses to enable learners to take one course, in whichever language they prefer, and progress through the learning plan, independently from the selected language.