How to Activate and Manage the Subscription Codes App

Create a set of codes for quick and automatic registration.

Last Updated

July 9th, 2018

Reading Time

4 min

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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 Docebo LMS as the Superadmin. Access the Admin Menu from the gear icon in the header of your platform, then select the Apps & Features item in the menu. 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. Read the description in the pop up box, then press Activate Now. The app is now active in your LMS.

subscription codes add app

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.

Creating a Set of Subscription Codes

On the Subscriptions Codes page, you will see an action bar at the top and a list of your created codes on the bottom half of the page. In order to create a new set of codes, select the New Set button.

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 this code only during this specific timeframe.Then, press Confirm. Your new set will now appear in the list of codes on the bottom half of the Management page. Find your new set in the list, then select the item in the Codes column to create or import the codes.

subscription codes create set

You will then be redirected to the Add Subscription Codes page for this set. Select 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 decide how many codes you want to create (if you want to create random codes), then select the Generate button.

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

Assigning Courses to Subscription Code Sets

Once you’ve created a set and codes for a set, you then need to assign courses to the set, so users that insert one of the set codes will then be enrolled into the 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.

subscription codes assign courses

You will be redirected to the Assign Courses page for this set. In the action bar on the top of the page, select the Assign Courses button. Then, assign as many E-learning, Webinar, and ILT-Classroom courses as desired. When you’re finished, press Confirm. The courses will now appear on the bottom half of this page. You can unassign the course from this 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, return to the Subscription Codes page to activate the set. Find the set in the list, then press on the check mark 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 this set of subscription codes. When the icon is green, the code set is active, meaning users are able to use these codes to enroll in the courses assigned to the set.

subscription codes activate

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 LMS. 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. Refer to this article to learn more about the Subscription Codes widget, and this article for how to create and manage widget pages.

Subscription Codes for Individual Courses

You can also create a subscription code for an individual course, so learners are able to insert that code into the Subscription Code widget. To do so, access the Catalog Options tab of the course’s Advanced Settings. Here, you can add your own subscription code into the corresponding last section on this page. You 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.

subscription codes courses

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 into 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.