How to Create and Manage a Webinar Course

Create and manage webinar courses in Docebo.

Last Updated

May 10th, 2019

Reading Time

8 min

Introduction

If you want live online learning sessions in addition to E-Learning courses, you can create a Webinar course in your Docebo LMS. This article will guide you on how to create a webinar course, set up and manage sessions, record webinar sessions, and set up webinar courses in course catalogs and learning plans.

To learn more about some of our third party integrations with webinar hosting software, you can refer to the corresponding manuals in Docebo’s Knowledge Base: GoToMeeting, Big Blue Button, BlueJeans, Webex, Zoom.us, Adobe Connect, Onsync, Teleskill, Sky Meeting.

Creating a Webinar Course

In order to create a new course, access the Admin Menu by scrolling your mouse over the gear icon in the top right corner of your platform.  In the E-Learning section, press the Courses item. On the Course Management page, select the New Course button, then flag Webinar as the course type. Add the course name and choose a thumbnail. Insert a course description to let users understand what they are going to learn. Finally, add a course code. Once you’re finished, press Confirm.

webinar create course

Creating Webinar Sessions

If you’re creating a new session from an existing webinar course, find the course in the list on the Course Management page, then press the Sessions Management item in the course’s row. Then, on the next page, press the New Session button in the action bar at the top. In the pop up box, you will see three tabs on the left side: Details, Session date(s), and Completion.

webinar create session

In the first tab (Details), fill out all of the necessary information about the session: name, code, description, and maximum number of enrollments. When you’re finished, press the Set Up Dates button to move on to the next tab. In the Session date(s) tab, press the Add button to add a session time.

Then, add the name of the session as well as the description, start time, duration, join button options, and webinar tools. Refer to this section of the Knowledge Base for further information on the supported webinar tools. Please note that if you are using a custom tool, you are able to launch the webinar as an xAPI/TinCan object. This requires development on your side, outside of the LMS. If you are removing the integration with a webinar tool associated to scheduled webinar sessions, remember to remove the session-tool association before the integration is removed, or you will neither be able to associate the session to another tool nor to delete the session.

When finished, press Create Session DateThen, you will see the options to make a copy of the session, edit, or delete it. On the left side of the box, you can select another date on the calendar to create another day and repeat the session date creation process.  This option is useful when you have training on a recurrent basis within a certain period (eg. product update training, induction plan, compliance training…).

webinar new session completion

Finally, move to the Completion tab to flag how you want to mark a user’s completion of a webinar session. This is what you can achieve with the following options:

  • Mark as completed when the user joins the webinar: The course will be marked as Completed by the user once the user joins a session. You will be able to specify how many session dates are required to obtain completion and whether watching a recording counts as attendance or not.
  • Manual: The Superadmin or the Instructor will need to manually mark attendance. Refer to this article to learn more.
  • Automatic completion based on test: The course will be completed as soon as the user passes a test training material that must be included among the training material of the course. Remember that users will not be able to complete the course if there is no test linked to the course as a training material.

When you’re finished, press Save Changes. All sessions will show up in a webinar course’s page in the learner’s view.

webinar learner view

Please Note: When deleting webinar sessions, be sure to delete them directly in the LMS, rather than in the external webinar tool.

Adding Training Material to Webinar Courses

Docebo also allows you to include tests and surveys within an Webinar course. All of the added learning objects will be shared between the related course sessions. Once you have created your course, select the Session Management in the course’s row on the main Course Management page. Once you’re on the Sessions Management page for the Webinar course, select the Training Material button in the action bar at the top of the page.

webinar training materials

You will then be redirected to the Training Materials page for the course. In the top left section of the page, press the Add Training Material button, then choose the type of learning object you want to create. As the Superadmin, you can create videos, files, assignments, presentations, HTML page objects, surveys, or tests for this course. Refer to this section of documentation for more information about training material. Once the users have completed a test, you can check the scores by selecting the Manage Course icon in the left sidebar, then selecting the Course Reports item from the slideout menu.

Please note: The Session Time column in Course Reports refers to the time spent by the user on learning objects in the course (if present), not the amount of time spent in a webinar session.

Including a Webinar Course in a Catalog

You can also include webinar courses in catalogs and learning plans. In both cases, as per the webinar course’s policy, users can choose the session they want to attend, so they will need to view the list of all of the available sessions and enroll themselves as needed. If you want to include a webinar course in a catalog, please remember to set up the enrollment policy accordingly. Refer to the linked article regarding catalogs to learn more about this configuration.

Including a Webinar Course in a Learning Plan

When you add a webinar course to a learning plan, you will also need to decide which sessions the learners will attend. Begin by creating a learning plan, then add your webinar course into the learning plan. Once you have created your learning plan, included the webinar course into the learning plan, and enrolled users to the learning plan, you then need to decide which sessions the subscribed users must attend. To do so, follow the steps in this manual regarding Docebo’s waitlist feature.

Setting Up Webinar Enrollment Notifications

You can also trigger notifications for when users are enrolled or unenrolled from a Webinar session. In the Admin Menu, find the Notifications section, then click on the Manage subitem. At the top of the Notifications page, press the New Notification button. In the New Notification pop up box, you will see webinar events in the Courses section of the dropdown menu. You can then set up the webinar notifications based on your needs. Refer to the linked article in this paragraph for more information about notifications.

Enrolling Users in Webinar Sessions

To learn how to enroll users into webinar courses, refer to this article. To enroll users into specific sessions for a webinar course, access the main Courses Management page, then find the course in the list. In the course’s row, press the Sessions Management item.

On the course’s Sessions and Enrollments page, find the session for which you want to enroll users in the list, then press the item in the session’s Enrolled column. On the session’s Enrollments page, press the Enroll Users item.

webinar enroll

In the pop up box, select the users that you want to enroll in courses. Flag the check box in the user’s row to select the user. You can also flag entire groups or branches using the corresponding tabs in the pop up box. Then, select which level the users will have in the course: Learners, Tutors, or Instructors. Most of your users should be learners. When finished, press Confirm.

You can also import users from another session of the course by pressing the corresponding button at the top of the session’s Enrollments page. In the pop up box, type the name of the session into the Session search field, then select the session as it appears below the text box. Using the dropdown menu, define which level the users will have in the course: Learners, Tutors, or Instructors. When finished, press Confirm.

Once users are enrolled into the session, you can manage them using the list on the Enrollments page. Press the pen and paper icon in a user’s item to edit the user’s level or status in the session. By flagging one or multiple users, you can unenroll users from the session, send an email to users, or mark the users as having completed the session in one bulk action via the action dropdown menu below the search bar.

The On Selected dropdown menu may also show a link to an external website; when selecting this option, the website will open in a pop up window, and you will be able to operate on the external website, for example to mark in a third party system that the user has completed the course. Links to external websites must be created as enrollment IFRAME additional fields. Refer to the Adding Enrollment Additional Field chapter of this article for further information on how to create and manage enrollment additional fields.

To unenroll an individual user from the session, press the X icon in the user’s item. Please note that you cannot delete a user from the session if the webinar course is part of a learning plan.

Recording Webinar Sessions

For those using Docebo version 6.9 or higher, Superadmins have the capability to add recordings of webinars into webinar sessions. There are three options to do so: add the recording via API, upload a video file, or share a link to a video. To add a webinar recording, find the webinar course in the list of courses on the main Courses page. Then, press the Sessions Management button in the course’s list.

webinar add recording

On the Sessions Management page, find the session in the list for which you would like to upload a recorded webinar session. Press the Menu item in the session’s row, then select Learner View from the dropdown menu. On the Session’s main page, find the date for which you’re wanting to upload a recording from the list of dates, then press the arrow at the end of the the session date’s row to show more details.

Here, you will find the Add Recording button. Press this button to proceed. In the slideout panel, flag whether you want to add the recording via API, by uploading a video file, or by linking to a video URL. Please note that you can only add the video via API for the following videoconferencing tools: GoToTraining, WebEx, BlueJeans, Zoom.us Meeting and Webinar, and Adobe Connect. When you’ve selected the recording and method for adding the recording in the LMS, you will then see a progress bar under the option you flagged.

webinar view recording

When the video is finished uploading, press the Confirm button. Please note that from here, the time it takes to import and convert the video for the LMS depends on the size of the video. When the video is ready, you will see a message informing you that it was successfully converted. Learners can then press the View Recording button to view the recorded session. To delete the recording, press the red X next to this button. Please note: You can only upload one recording per webinar session.

Days of Validity Functionality

For webinar courses, you can add the Days of Validity feature, which allows users to access the webinar course for only a specific number of days after the end of the last session in which they are enrolled. Please Note: This feature is active by default, with the default number of days being 0, meaning there is no set validity period unless configured by the Superadmin.

Once the days of validity have expired, the course will be locked (therefore inaccessible) to the user. This includes course materials and certificates for the course. To configure this option, access the main Course Management page in the platform (Admin Menu, Courses item). Find the course in the list of courses, then press the menu button at the end of the course’s row. Press the Advanced Settings option in the dropdown menu.

webinar days of validity

In the Advanced Settings menu, access the Time Options tab. In the Days of Validity section, insert the number of days for which users will have access to the course after the end of the last session in which they are enrolled. You cannot add negative or partial numbers in this field (-4.5, 7.5, 10.3).

When you’re finished, press Save Changes. A user is able to access the course, including certificates and training materials, during the validity period. Once the validity period has expired, user will see that the course is locked, therefore inaccessible.