How to Activate and Manage the External Training App

Allow users to report external training activities.

Last Updated

July 19th, 2017

Reading Time

6 min

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Introduction

The External Training Activities App allows users to report training activities performed outside their Docebo platform.

By activating this APP, an administrator will be able to import and review external activities made by users. The end user will be able to upload their external activities and certificates into the platform. In this manual, we will learn how to activate and manage the External Activities App.

Activating the App

Login as administrator and select APPS and features from the left sidebar.

APPS and Features - menu ENG

The Docebo APPs are divided into five areas:

  • My APPs: all of the APPs that you have already activated
  • Single Sign On: all of the APPs that activate a Single Sign On in combination with other software
  • Additional features: all of the APPs through which you can add functionalities to your platform
  • Third party integrations: all of the APPs that integrate your platform with third party software
  • Web conferencing: all of the APPs that integrate the LMS using web conferencing software

Additional features

Note that during your trial period you can try all APPs for free. Choose the External Training APP from the Docebo Additional Fields tab, then select the ACTIVATE APP button.

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Read the information in the pop up box then select INSTALL NOW. The APP has now been added to My APPS. You will also see the new External Training section in your admin menu.

Setting Up the App

To begin setting up the app, find the External Training section in the Admin menu, then press the Settings button.

admin menu

You will be redirected to the Settings page. Here, you can flag the corresponding check boxes to enable the following settings:

  • Allow users to add their external training activities.
  • Put the external training activities added by users in a waiting list for the admin’s moderation.
  • Require users to select training institute and courses from a defined list.

Click SAVE CHANGES to confirm your choices.

Managing External Training

As superadmin, you can add external activities and check those uploaded by users. From the External Training section in the Admin menu, press the Manage item to go to the External Training management page. On this page, you will see action buttons at the top of the page as well as a list of all uploaded external training activity by both you and your users.

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To add a new external training activity, select the New External Training Activity button. Fill the form with all of the required information: user that performed the external activity, name of the course and the institute, and date of the completion. Then, fill out additional information as necessary.

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Please Note: If you want to upload a certificate, it must be in an image or PDF format. Click CONFIRM when finished. The external activity has now been added to the list. You can view, edit or delete it any time using the corresponding buttons in the activity’s row.

edit or delete
If you have a considerable number of external activities to register in to the platform, you can import them via CSV file. Select the Import from CSV button in the action bar at the top of the Manage page.

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Make sure you create your CSV file accordingly: username, course name, course type, training institute, start date, end date, score, and credits. Credits and training institute are optional fields. You can also download a sample file if necessary.

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Click the UPLOAD FILE button, choose the separator, then specify if the first row is the header. Click NEXT to save. The next step is to associate the information included in the CSV file to the existing fields in the platform. Select the kind of field you would like to associate to a column from the dropdown menu. You can even decide not to import an entire column.

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When you are done, click NEXT to save the import. The activities have now been imported, and you can edit or delete them as needed. If you flagged the option in the Setting page to Put the external training activities added by users in a waiting list for the admin’s moderation, you will see a Waiting for approval button in the action bar at the top of the External Training Management page. A red box with a number will appear in the top right corner of the button if there is material waiting for approval. The number will indicate how many activities are pending.

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When you press this button, you will be directed to the page hosting all of the pending training activities. Here, you will see a list of activities waiting for your approval. You can approve or reject the activity by selecting the green (approve) or the red (reject) symbol in each activity’s row.

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The system will then ask you to confirm your choice. If you select the red icon, you will able to reject or delete the activity permanently. You can also add a message to the learner.

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The user will see your decision in his or her External training activities area. Next, add additional fields for your external training activities.

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The Additional Fields button is in the action bar at the top of your main External Training Management page and when you click it, you’ll be directed to the Additional Fields page, where you’ll find the Add bar near the top with a drop down menu. Select which type of additional field you would like to create: custom fields, drop down, free text, text, or date.

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Then, click the green Create button. A pop up form will appear for you to fill in. Add the title of the additional field then press Confirm when finished.

additional fields

Remember, you will need to provide a translation of the newly created additional field in every language activated in your platform. It’s also important to note that External Training additional fields are not currently importable by CSV.

Adding Specific Training Institutes and Courses

If you’re using Docebo 6.9 or higher, you can require users to select external training institutes and courses from a defined list. On the settings page for the External Training app, flag the third option: Require users to select training institute and courses from defined list.

ex training page

Press the green Save Changes button on the bottom of the page to confirm the action. The page will automatically refresh. Then, return to the third option and press the link: Configure here courses and training institutes.

ex training page

You will then be redirected to the Courses and Institutes page. To add institutes, press the Manage Institutes button in the action bar at the top of the page. You will then be directed to the Manage Institutes page. Press the New Institute button, then add the institute name in the textbox in the pop up box and press Confirm to add the institute.

courses and institutes page

It will then appear in the Institute list on the Manage Institutes page. You can edit the title of the institute or delete it using the corresponding icons in the institute’s row.

edit or delete institute

Next, add courses by returning to the Courses and Institutes page. Press the Create New Course button in the action bar at the top of the page.

create new course

Flag whether the course is an E-Learning or Classroom course, and type in the title of the course in the text box, then press Confirm when finished.

create new course pop up box

The course will then appear in the Courses list below. In the course’s row, there will be orange text asking you to Assign a training institute. Press this text, then select an institute from the drop down menu.

assign an institute

Once selected, the page will automatically refresh with the selected institute appearing in the course’s row. Again, you can edit or delete the course using the corresponding icons. Now, when a user new external training activity by pressing the New Training to Report button at the top of their External Training page, the user must select an institute or course from the corresponding drop down menus.

How Can Users Add their External Training Activities?

To add an external activity, a user has to log into the platform, select the Menu icon from the sidebar, and choose the My Activities option. On this page, they should select the External Training tab from the tab menu on the left. In this area, the user will be able to upload external activities and view those previously added. To add a new activity, the user must to select the New external training activity button.

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Now, he or she must fill the form with the required information and click CONFIRM.

add new training

The user will need to fill the form with the required information, then press CONFIRM.

The activity has now been added into the LMS. Depending on the options flagged by the admin in the Settings page,  the activity added by a user may need to be approved by an admin before being displayed in the system. In this case, the user has to check the status column to see if the activity has been approved or rejected.

The External Training Widget

This widget provides quick access for users to Docebo’s External Training App, allowing them to view and manage their external training activity. Begin by giving the widget a title. Then, flag the following options to enable them inside the widget:

  • Allows users to submit external trainings or change existing ones inside this widget)
  • Show “view all” link
  • Paginate widget

Finally, use the corresponding text box to decide the maximum number of items displayed inside the widget. When finished, press Confirm.

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