Transition to the New Management of Classroom Courses and Webinars

Learn more about the new management of classroom courses and webinars

Last Updated

February 18th, 2021

Docebo Module

Learn

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11 min

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Introduction

As of January 26, 2021, classroom courses and webinars will be merged into a single entity in your platform, called ILT (Instructor-Led Courses). This enhanced and comprehensive functionality introduces major changes in your platform, mainly aimed at making the definition and the management of classroom and webinar courses more flexible.

This article lists the changes introduced by this feature enhancement and lists the APIs that have been updated, deprecated and developed for the new management.

Classroom and Webinars Sessions in the Same Course

With the current management of classroom courses and webinars, it is not possible to mix webinars and classroom sessions in a single course. You can either define a classroom course or a webinar. If you need to turn a classroom course into a webinar, you have to perform multiple steps: create a brand new course, duplicate all of the sessions from the original course to the new course and finally enroll users in the new sessions.

Thanks to the new management of classroom courses and webinars, you will be able to define whether an event in a session (called session date in the current management of classroom courses and webinars) is either a webinar or a classroom event. Thanks to this flexibility, you will be able to combine both types of events in a single course session and to switch the event type on the go when needed (as an example, turn a classroom event into a webinar) without re-creating the session from scratch, and without re-enrolling all of your learners.

Instructors’ Enrollments

In the current management of classroom and webinars courses, instructors must enroll or be enrolled in the course with the Instructor level. The instructor enrollment counts as any other user enrolled in the course (also in the max quota calculation) and a seat is reserved for every instructor enrolled in the course.

With the new management of classroom courses and webinars, instructors are either assigned to the session or to the event without being enrolled in it, saving seats for learners. In addition, you will be able to assign an instructor either to a session or to an event:

  • Session Instructor. If you assign an instructor to a session, he or she will be automatically assigned to all of the events included in the session and will be able to mark the attendance for all of the events in the session and set whether the participants have passed them or not. In this scenario, the instructor will be able to create and update the training material for the course. We are currently working on the possibility to associate training material to sessions, keep an eye on the Product Updates page to know when this feature will be released.
  • Event Instructor. If you assign an instructor to a single event within a session, he or she can mark the attendance for the learners attending that specific event but will have no control over the other events nor on the session. In this scenario, the instructor will neither be able to upload nor to manage the training material assigned to the course.

Reports

The new management of the instructor enrollments for classroom courses and webinars will have an impact on reports, since the instructors assigned to those types of courses are currently counted as enrolled users, and their enrollments will no longer be considered as such. Here is how Docebo will count enrollments, in different scenarios:

  • New Custom Reports. For those using new custom reports, in order to grant consistency with your current data, by default reports will keep counting the instructors assigned to the course as enrolled users, but you will be able to use a dedicated option to either show them or not in the report (Show only users with learner as user course level option, in the User Options subsection of the Filters tab). By default, this option is not enabled, and instructors are counted as enrolled users. If you enable the option, instructors will not be counted as enrolled users and will not be shown in the report. The new custom reports impacted by this change are:
    • Users – Courses
    • Users – Course Enrollment Time
    • Users – Webinar Sessions
    • Users – Classroom Sessions
    • Groups/Branches – Courses
    • Users – Learning Objects

Instead, in the Courses – Users custom reports, the Show only users with learner as user course level option is enabled by default (and instructors are not shown in the report), but you can disable the option when you need to include the instructors in your report.

  • Old Custom Reports and Dashboards. Since the current management of custom reports will be deprecated in the near future, Docebo will not perform any enhancement in this area, nor in the platform dashboards, in order to manage the new enrollments counting method for instructors. As an example, if Course A has 20 users enrolled, including 2 instructors, after the new management of classrooms and webinars is released, the number of enrollments shown in these reports will be decreased to 18. The old custom reports impacted are:
    • Users – Courses
    • User – Session
    • Users – Course Enrollment Time
    • Courses – Users
    • Groups – Courses

The dashboards impacted by this change are:

    • User personal summary, Statistics tab, Courses tab, Classrooms tab, Learning Plans tab
    • Courses Dashboard
    • Branches Dashboard

We suggest you migrate to the new custom reports in order to take advantage of this new counting method, as well as of all the other features included in this enhanced experience. Find out more.

The new management of enrollments is currently available for webinars and classroom courses, but not for e-learning courses. The instructors of e-learning courses are still counted as enrolled users. However, as for the new custom reports, the Show only users with learner as user course level option is available for all course types, webinar and classroom (new ILTs) and e-learning too.

Additional Fields for Courses

When creating additional fields for courses, it is now possible to configure them either for classroom or webinar sessions.

Starting on January 26, 2021, and up to the end of July 2021, the course additional fields created with the Webinar Sessions option will only be available for the webinar sessions of the courses having the Webinar (Deprecated Soon) course type. The course additional fields created with the ILT Sessions option will be available both for webinars and classroom sessions created for courses having the ILT ( Instructor-Led Training) course type. The course additional fields created with the Webinar Session option will be removed at the end of July 2021.

New User Interface

With the current management of classroom courses and webinars, the course area dedicated to sessions and enrollments is combined in a single tab.

With the new management of classroom courses and webinars, the user interface dedicated to the management of sessions and enrollments has been redesigned and split into two dedicated tabs. Thanks to this new view, you will get clear details on both types of data with a glimpse.

Porting

When the new management is released, on January 26, 2021, classroom courses and webinar courses will be ported to the new experience in different ways:

  • Classroom courses: all of the classroom courses and the related enrollments, sessions, locations and instructors will be automatically ported to the new experience. The porting of classroom courses does not require manual work to be done by Superadmins.
  • Webinar courses: webinars will be ported in two phases:
    • Phase One (January 26, 2021): the webinar courses and the related enrollments, sessions, webinar tools associations and instructors will still be managed with the old experience, and their course type will still be set as Webinar (Deprecated Soon).
    • Phase Two (End of July 2021): with the monthly release of the last week of July 2021, the courses set with the Webinar (Deprecated Soon) course type will be migrated to ILT (Instructor-Led Training) courses, and managed with the new experience. The Webinar course type will be deprecated.

There will be no impact on the webinars already scheduled, but we strongly suggest you start using the ILT (Instructor-Led Training) course type for the new webinars you are scheduling after January 26, 2021, as well as for the existing webinars, re-creating them from scratch.

When the porting is over, at the end of July 2021, the available course types in your platform will be E-learning and ILT (Instructor-Led Training). There will no longer be a distinction between webinars and classroom courses.

If you have configured the same course as webinar and classroom course (same course title), both of the courses will be ported. They will not be merged.

Glossary

Here follows a short glossary for the terms that will be used in the new management of classroom courses and webinars.

  • Event: it is the new name for session date. An event can either be a webinar or a classroom session.
  • ILT (Instructor-Led Training): it currently identifies classroom courses in your platform. In the new management of classroom courses and webinars, this term will identify both webinars and classroom courses, since both course types are led by instructors.
  • Webinar (deprecated soon): this term identifies the webinar course type after phase one of the porting (see the previous chapter). Don’t worry, everything is working as usual, but start using the ILT (Instructor-Led Training) course type also for webinars, as soon as possible.

APIs

This section lists the APIs involved in this transition, and how they will be managed.

APIs Deprecated on January 26, 2021

The APIs listed in the following table will be deprecated on January 26, 2021, when the new management of webinars and classroom courses is released.

API DescriptionAPI VerbAPI URL
Delete a session enrollmentDELETE/learn/v1/enrollment/{id_course}/{id_user}/ilt/session/{id_session}
Retrieve a session enrollmentGET/learn/v1/enrollment/{id_course}/{id_user}/ilt/session/{id_session}
Create a session enrollmentPOST/learn/v1/enrollment/{id_course}/{id_user}/ilt/session/{id_session}
Update a session enrollmentPUT/learn/v1/enrollment/{id_course}/{id_user}/ilt/session/{id_session}
Evaluate users within a sessionPUT/learn/v1/enrollment/{id_course}/{id_user}/ilt/session/{id_session}/evaluation
Delete attendance of  users within a sessionDELETE/learn/v1/enrollment/{id_course}/{id_user}/ilt/session/{id_session}/attendance
Mark attendance of  users within a sessionPOST/learn/v1/enrollment/{id_course}/{id_user}/ilt/session/{id_session}/attendance

APIs Partially or Totally Deprecated at the End of July 2021

The APIs listed in the following table are to be considered as transitional APIs in use from January 26, 2020 (when the new management of webinars and classroom courses is released) and to the end of July 2021 (when the Webinar course type will be deprecated). After this period, Docebo will deprecate them.

API DescriptionAPI VerbAPI URLNotes
List classroom sessionsGET/learn/v1/courses/{course_id}/classroom/sessionThe API structure will remain unchanged. The API will be updated to be compliant with the new management of webinars and classroom courses, but it will not show webinar related data. It will be deprecated at the end of July 2021.
Create classroom sessionsPOST/learn/v1/courses/{course_id}/classroom/sessionThe API structure will remain unchanged. The API will be updated to be compliant with the new management of webinars and classroom courses, but it will not interact with webinar related data. It will be deprecated at the end of July 2021.
Update classroom sessionsPUT/learn/v1/courses/{course_id}/classroom/session/{session_id}The API structure will remain unchanged. The API will be updated to be compliant with the new management of webinars and classroom courses, but it will not interact with webinar related data. It will be deprecated at the end of July 2021.
Delete classroom sessionsDELETE/learn/v1/courses/{course_id}/classroom/session/{session_id}The API structure will remain unchanged. The API will be updated to be compliant with the new management of webinars and classroom courses, but it will not interact with webinar related data. It will be deprecated at the end of July 2021.
Retrieve session detailsGET/learn/v1/courses/{course_id}/ilt/session/{session_id}The API structure will remain unchanged. The API will be updated to be compliant with the new management of webinars and classroom courses, but it will not interact with webinar related data. It will be deprecated at the end of July 2021. Please note that if the session does not include events, the API will return no results.
Enroll single user into coursePOST/learn/v1/enrollments/{course_id}/{user_id}The API will be updated for retro compatibility. The API will allow you to enroll instructors also to webinars and classroom courses. The API update will be deprecated at the end of July 2021, but the API will be kept operational.
Delete a user’ session enrollmentDELETE/learn/v1/enrollment/{id_course}/{id_user}/session/{id_session}The API will be updated for retro compatibility. This API will be modified in order to be able to delete instructors’ enrollment both whether they have been enrolled in the course or directly assigned with the new method. The API update will be deprecated at the end of July 2021, but the API will be kept operational.

Updated APIs

The APIs listed in the following table have been modified either because of a structural or a behavioral change.

API DescriptionAPI VerbAPI URLNotes
Return enrollments listGET/learn/v1/enrollmentsThe API will be updated for retro compatibility. The API will show instructors as enrolled even if the enrollment is no more needed for instructors.
Create enrollmentPOST/learn/v1/enrollmentsThis API will no longer be able to enroll instructors in webinars and classroom courses since enrollments will no longer be needed.
Update enrollmentPUT/learn/v1/enrollmentsThis API will no longer be able to update instructor enrollments in webinars and classroom courses since enrollments will no longer be needed.
Update single enrollment into coursePUT/learn/v1/enrollments/{course_id}/{user_id}This API will be modified to block user enrollments to classroom courses when the instructor enrollment level is provided. All other course/user level combinations will keep working as before.
Delete enrollment in batch modeDELETE/learn/v1/enrollment/batchThis API will no longer be able to delete instructor enrollments in webinars and classroom courses since enrollments will no longer be needed.
Create enrollment in batch modePOST/learn/v1/enrollment/batchThis API will no longer be able to update instructor enrollments in webinars and classroom courses since enrollments will no longer be needed.
Duplicate enrollmentPUT/learn/v1/enrollments/duplicateThis API will no longer be able to duplicate instructor enrollments in webinars and classroom courses since enrollments will no longer be needed.
Retrieve course detailGET/learn/v1/courses/{course_id}The API structure will be updated to reflect the new management of webinars and classroom courses.
Retrieve sessions within a courseGET/learn/v1/courses/{id}/sessionsThe API structure will be updated to reflect the new management of webinars and classroom courses.

New APIs

The New APIs table lists the new APIs available for the new management of webinars and classroom courses. These APIs will be fully operational starting on January 26, 2021.

API DescriptionAPI VerbAPI URL
Get all sessionsGETcourse/v1/courses/{course_id}/sessions
Create a new sessionPOSTcourse/v1/courses/{course_id}/sessions
Get a sessionGETcourse/v1/sessions/{session_id}
Update a sessionPUTcourse/v1/sessions/{session_id}
Duplicate a sessionPOSTcourse/v1/sessions/{session_id}/duplicate
Delete a sessionDELETEcourse/v1/sessions/{session_id}
Get session’s enrollmentsGETcourse/v1/sessions/{session_id}/enrollments
Get all eventsGETcourse/v1/sessions/{session_id}/events
Create a new eventPOSTcourse/v1/sessions/{session_id}/events
Evaluate usersPUTcourse/v1/sessions/{session_id}/evaluate
Get an eventGETcourse/v1/events/{event_id}
Update an eventPUTcourse/v1/events/{event_id}
Duplicate an eventPOSTcourse/v1/events/{event_id}/duplicate
Delete an eventDELETEcourse/v1/events/{event_id}
Get event’s attendanceGETcourse/v1/events/{event_id}/attendance
Set user attendancePUTcourse/v1/events/{event_id}/attendance
List all webinar tools configured in platformGETcourse/v1/tools
Delete sessions enrollments in batch modeDELETElearn/v1/enrollments/sessions/batch
Add instructors to session and events in batch modePOSTcourse/v1/instructors/add
Evaluate users in batch modePUTcourse/v1/sessions/evaluate/batch
Duplicate events in sessions in batch modePOSTcourse/v1/events/duplicate/batch
Mark users’ attendance in batch modePOSTcourse/v1/events/attendance/batch
Delete events in batch modeDELETEcourse/v1/events/batch
Delete sessions in batch modeDELETEcourse/v1/sessions/batch
Delete recordingDELETEcourse/v1/events/{event_id}/recording
Upload recordingPOSTcourse/v1/events/{event_id}/recording
Get recording statusGETcourse/v1/events/{event_id}/recording
Get recordingGETcourse/v1/events/{event_id}/watch_recording
Get Join URLGETcourse/v1/events/{event_id}/join_webtool

For each new API, the list of parameters will be detailed in the Docebo API browser.