Activating and Managing the Subscription Codes App

Create a set of codes for quick and automatic registration.

Last Updated

September 2nd, 2020

Docebo Module

Apps

Reading Time

4 min

User Level

Introduction

The Subscription Codes App makes the learner enrollment process faster and more automated by creating a set of codes that you can share with your users. Said users will then be able to enroll themselves into courses by simply typing the code inside the corresponding box in the Subscription Codes widget of a page or on the My Courses and Learning Plans page.

Activating the App

Login to your platform as the Superadmin. Access the Admin Menu from the gear icon in the top right corner, then press the Add New Apps button. Once you’re in this area, select the Docebo Additional Features tab in the left side menu, find the app in the list and press the Try It For Free button. In the pop-up box, read more information about the integration. When ready, press Try It For Free.

The app is now activated in your platform.

Creating a Set of Subscription Codes

Once you have activated the app, access the Admin Menu from the gear icon in the top right corner of your platform. Then, find the Subscription Codes section and press the Manage subitem.

On the Subscriptions Codes Sets page, click the New Set button in the action bar to generate a new set of subscription codes.

In the pop-up box, insert the name of the set (this is a mandatory field) and the validity period (this is optional) so users will be able to use the codes only during this specific timeframe. Then, press Confirm. The new set will be listed in the bottom half of the Subscriptions Codes Sets page. Find your new set in the list, then select the item in the Codes column to create or import the codes.

You will then be redirected to the Add Subscription Codes page for this set. Click on the Add Codes button in the action bar at the top of the page. Then, in the pop-up box, use the Randomly generate (number) subscription codes field to define the number of codes you want to create.

The subscription codes are unique codes.

Instead, if you have a list of your own codes, you can copy them into the text box below, one code per row. Press Confirm to create the set. The list of all of the created codes is listed on the bottom half of the Add Subscription Codes page for this set. Click the red X icon in each code’s row to remove it from the set. When a code is canceled,  users will no longer be able to use it to subscribe to the courses assigned to the set.

Assigning Courses to Subscription Code Sets

Once you’ve created a set and its codes, you then need to assign courses to the set, so that users that users will use them to enroll in courses. To do so, find the set in the list of subscription code sets on the main Subscription Codes page,  then select the Courses icon in the set’s row.

You will be redirected to the Assign Courses page for the set. In the action bar on the top of the page, select the Assign Courses button. Then, assign as many courses as desired and press Confirm to finish. The courses will be listed on the bottom half of the page. You can unassign the course from the set of codes at any time using the X icon next to each course.

Activating Subscription Code Sets

Once you’ve created a subscription codes set, go back to the Subscription Codes page to activate the set. Find the set in the list, then press on the checkmark icon in the set’s row, turning it from grey to green. When the icon is grey, the code set is not active, meaning that users are not able to use the set of subscription codes. When the icon is green, the code set is active, meaning users are able to use the codes to enroll in the courses assigned to the set.

Learners Redeeming Subscription Codes

You can deliver the subscription codes to your users via email, brochure, promotion card, or any other way, but please note that there is no official way to send them via your platform. Once your users have the codes, you need to make sure that the Subscription Codes widget is added to a widget page that is visible to the learners that are needing to use the code. Otherwise, they will have no place to insert the code.

Subscription Codes for Individual Courses

In order to create a subscription code for an individual course. To do so, access the Catalog Options tab of the course’s Advanced Properties. Here, move to the Automatic Enrollment Code section and can press the button next to the text field to auto-generate a subscription code, or insert your own into the text field. When finished, press Save Changes.

Please Note:The subscription (open, closed, limited time subscription) and enrollment policy (only by Admins, pending Admin approval, or free self-enrollment) always override the subscription code functionality for individual courses. This means that if a user tries to use a subscription code in order to enroll into a course with closed subscriptions or into a course where only Admins can enroll users, the subscription code will not work, and the user will not be enrolled into the course upon attempting to insert the code into the widget.

Subscription Code Logs

To view a complete list of which users have used subscription codes to enroll in courses and when access the main Subscription Codes page from the Manage item in the Subscription Codes section of the Admin Menu. On this page, press the Show Logs button.

On the next page, you can see a list of all of the successfully used codes, to which set the code belongs, when it was used and by whom it was used.

Best Practices

Please keep the following best practices in mind when working with subscription codes:

  • Subscription codes do expire, but once a learner is enrolled in a course with a code, his/her enrollment will not expire, unless you configure an expiration on the enrollment record’s Active Until field in the Enrollments tab of the course on the Course Management page, or through the course’s time options that you find in the Advanced Properties tab of the course in the Course Management.
  • Subscription codes only allow enrollment into courses, not learning plans, but you can attach multiple courses to a single code. Remember that one code can only be used one time by a single user.