Enrolling Users in Docebo E-Learning Courses

Evgeniya Ioffe - May 7th 2024 - 4 minutes read

In the rapidly evolving world of e-learning, effectively managing and optimizing user experience can significantly impact learning outcomes. This detailed guide dives into the Docebo Learn LMS, exploring its robust user management framework, intricacies of course setup, and refined strategies for enrolling learners. Whether you're looking to enhance engagement or streamline educational paths, understanding these elements can transform how you deploy and benefit from Docebo's powerful functionalities. From the foundational setup to advanced monitoring techniques, we'll uncover insights and practical tips to help you maximize the learning experience within your organization. Dive in to unleash the full potential of your e-learning strategy with Docebo.

Understanding Docebo's User Management Framework

Docebo Learn LMS categorizes its users into distinct roles, each equipped with specific permissions to streamline training operations and maintain a structured learning environment. The primary roles include administrators, instructors, and learners. Administrators hold the most extensive access rights, overseeing user management, course creation, and system integration. They are essential for setting up the framework within which other roles operate.

Instructors in Docebo have permissions tuned towards course management but more limited than those of administrators. Their capabilities mainly revolve around managing course content, interacting with learners, and monitoring course progress. This role is critical for sustaining the instructional integrity of the courses and providing direct support and feedback to learners.

Learners, the most fundamental user category, have permissions restricted to accessing and interacting with learning materials and completing assigned courses. This delineation ensures that learners have a focused and uninterrupted learning experience without the complexities of administrative or content management tasks. Each role is clearly defined to facilitate an organized and efficient flow in the education delivery process, crucial for businesses aiming to scale their training efforts efficiently.

Setting Up and Managing Courses in Docebo

To set up courses in Docebo, start by accessing the Admin Dashboard and navigating to the Course Management section. Here, create a new course by providing essential details such as the course’s name, description, and selecting the appropriate course type, such as E-Learning. This initial setup is vital in shaping the foundational structure of the course. Upon creation, further customize the course’s properties under the PROPERTIES tab to manage enrollments, define time options, or set attempt limits, tailoring the course to specific training needs and objectives.

Next, focus on enriching the course content by opening the TRAINING MATERIAL tab. Docebo allows for a versatile upload of different file types including SCORM, AICC, xAPI packages, videos, and documents. For educators using ActivePresenter, ensure your courses are exported in one of the supported formats, thereby enhancing the ability to seamlessly track learner interactions and results. This functionality not only broadens the spectrum of educational materials but also ensures compatibility and comprehensive analytics.

Finally, consider customizing learning paths within the course to maximize educational impact. Adjust settings to accommodate different learner groups by creating varied learning modules within the course structure. This segmentation can cater to different knowledge levels or departmental needs, optimizing the course for diverse audience engagement. Once the course is fully set up and populated with requisite materials, change the course status to Published, and save changes to make the course available to the intended learners, effectively utilizing Docebo’s robust platform for a tailored educational experience.

Enrolling Users: Strategies and Procedures

To manually enroll users into courses on Docebo, navigate to the Admin Dashboard and select "Users." From here, you can either create new users individually by clicking on "New User" or import a list of users via a CSV file for bulk onboarding. Once users are set up, open the course under the "Courses" section and proceed to the "Enrollments" tab. Here, select "Manage Enrollments" and "Enroll Users," choose the desired users from the list, and set their roles as Learner, Tutor, or Instructor before confirming the enrollment.

For a more streamlined approach, Docebo supports automatic enrollment which can be set up by leveraging the Tray Platform to create triggers from various events or data points. For instance, new hires can be automatically enrolled into essential training courses once their data is entered into your HRIS system. This automation can significantly reduce the administrative burden and ensure timely training compliance.

While manual enrollment offers precise control over the process, allowing administrators to selectively manage course entries, it can be time-consuming, especially for large organizations. Automatic enrollment, on the other hand, offers efficiency and consistency in training deployment. However, it may require initial setup time and oversight to ensure that the integration points are correctly configured and that the criteria for enrollments are accurately specified. This ensures that users receive pertinent training without errors in course assignment.

Monitoring and Improving Learner Engagement

Docebo offers robust reporting tools that provide insights into user engagement and course completion rates. Administrators can access the Reports tab to understand the detailed learning patterns of enrolled users. Metrics such as Progress, which displays the percentage of training materials completed by learners, and Training Material Time, showcasing the duration spent on each course material, allow administrators to monitor engagement levels efficiently. Moreover, the Status indicator gives a quick overview, categorizing learners into groups like 'Not yet started' or 'In progress', which helps in identifying users who might need additional motivation or assistance.

The analytics provided by Docebo can be instrumental in highlighting areas where learners struggle, enabling targeted interventions. For example, by observing the points where learners consistently fail or skip content, administrators can tweak the course materials or structure to make them more engaging or understandable. Additionally, these insights can guide the development of supplementary materials or the introduction of interactive components such as quizzes and discussion forums to enhance learner engagement and retention.

Strategically using these data points, administrators can also employ automation within Docebo to improve learner engagement further. Automating reminders for course completion and feedback submissions or setting up personalized learning paths based on learner performance can drive significant improvements. These actions ensure that learning is not only reactive but proactive, helping to maintain a high level of learner involvement and improving overall course completion rates across the platform.


This article explores the Docebo Learn LMS and provides insights and practical tips on how to effectively enroll users in e-learning courses. Key takeaways from the article include understanding the user management framework, setting up and managing courses in Docebo, and strategies and procedures for enrolling users. Additionally, the article highlights the importance of monitoring and improving learner engagement through the use of robust reporting tools and automation features.