Merging User Profiles in Docebo Simplified

Evgeniya Ioffe - May 12th 2024 - 5 minutes read

In today’s fast-evolving educational environments, managing user data efficiently is more crucial than ever, particularly within sophisticated platforms like Docebo. This article delves into the pivotal process of merging user profiles, an operation essential for sustaining an orderly and effective learning management system. From a detailed step-by-step guide to navigating potential challenges and exploring strategic benefits, we offer insights and practical advice to streamline your administrative efforts and enhance the overall user experience. Whether you're facing high user turnover or managing multiple entries, mastering profile merging in Docebo could be a game changer for your organization. Join us as we simplify this complex process, ensuring you're equipped to maintain an optimal learning environment.

Understanding User Profile Merging in Docebo

Merging user profiles in Docebo is an essential functionality that allows for the consolidation of multiple user accounts into a single profile. This process is particularly important for organizations experiencing high employee turnover, frequent use of interim or contractual staff, or large companies undergoing restructuring or mergers. These scenarios often result in duplicate user entries or incomplete user profiles, which can clutter the system and complicate user management.

In Docebo, user profiles, not to be confused with user levels such as User, Poweruser, and Superadmin, are customizable entities that define the access rights and functionalities available to different roles within the LMS, including Instructors, Managers, and Authors. The ability to merge user profiles ensures that learning progress, course enrollments, and user history are unified under a single, coherent user identity. This is crucial for maintaining accurate and comprehensive learning records and reports.

The general process of merging user profiles in Docebo includes identifying duplicate accounts, selecting which account will serve as the primary profile, and then merging relevant data from secondary accounts into the primary. This procedure helps streamline user management and ensures that all pertinent information is preserved in a single profile, thereby enhancing the administrative efficiency and reliability of data within the LMS. It simplifies tasks for administrators and improves the overall integrity and operation of the system.

Step-by-Step Guide to Merging Profiles

To merge user profiles in Docebo, start by logging into your Superadmin account. Navigate to the User Management panel, which can be found under the Admin Menu. Here, you’ll see an option labeled Merge Users. Clicking on this will open a new interface designed specifically for merging profiles.

Once in the Merge Users interface, you will need to identify the profiles you wish to combine. This can be completed by searching for the users either by their usernames or email addresses. After locating the duplicate profiles, select the primary account that you want to retain and the secondary account(s) that will be merged into the primary. Make sure to review the user details thoroughly, as all the information from the secondary accounts will be transferred to the primary account, excluding login credentials which will cease to exist for the merged profiles.

To complete the merge, click on the Merge button at the bottom of the screen. A confirmation prompt will appear, requiring you to verify the action. Once confirmed, Docebo will automatically consolidate the learning records, course enrollments, and other relevant data into the primary user profile. It’s advisable to notify the affected users about the change, as they may experience a slight disruption during their next login attempt. Lastly, always check the final user profile to ensure all relevant data has been accurately combined and maintained.

Challenges and Solutions in Profile Merging

One common challenge in merging user profiles in learning management systems like Docebo is data inconsistency between accounts. Differences in course completions or quiz scores between merged profiles can lead to a loss of accurate user progress records. To counter this, it is crucial to set up predefined rules for which data should be prioritized or how discrepancies should be resolved. A best practice is to always prefer data associated with higher completion rates or more recent activity, ensuring that no critical learning achievements are overlooked during the merging process.

Another complication arises when users exhibit resistance to merging due to concerns about losing access to courses or historical data. Effective communication is essential here. Admins should notify users well in advance about the merging process, explaining its benefits and how it will enhance their learning experience by providing a more streamlined and organized interface. Providing an FAQ section addressing common concerns and a direct line for further inquiries can alleviate user anxiety and foster acceptance of the process.

Lastly, conflicting course completions between profiles to be merged can create challenges in accurately assessing a user's learning journey. To manage this, administrators should implement a strategy to review all conflicting completions manually or use automated tools that can intelligently decide based on set parameters (such as most recent or highest score). Post-merge, it’s beneficial to run a comprehensive audit to ensure no data has been inaccurately recorded or important achievements omitted. This audit can help maintain the integrity of user data and uphold the credibility of the LMS ecosystem.

Strategic Benefits and Impact on User Experience

Effective profile merging in a Learning Management System (LMS) like Docebo offers strategic benefits that extend beyond mere user convenience, impacting overall organizational efficacy and data management. By consolidating redundant or outdated user profiles, businesses can streamline their user management processes, thereby enhancing the accuracy of the data. This is crucial for organizations where data-driven decision-making dictates strategic training interventions and workforce development. A unified user database reduces discrepancies and ensures that training progress and certifications are accurately tracked and readily reported.

From a user experience perspective, profile merging significantly simplifies interaction with the platform. Users no longer need to remember multiple sets of login credentials or navigate through various accounts to access their complete learning history. This consolidation facilitates a more personalized and engaging learning experience. Users can see a holistic view of their learning progress, access tailored course recommendations, and enjoy a seamless learning journey without the interruptions that multiple, fragmented profiles can cause.

Moreover, robust profile management through effective merging practices fosters a culture of efficiency and continuous improvement within an organization's learning environment. It enables LMS administrators to allocate resources more effectively and enhances the scalability of training programs. Centralized profile data aids in the more accurate forecasting of training needs and promotes a proactive approach to course updates and the introduction of new learning modules. This leads to a higher-performing platform that not only meets current organizational needs but is also adaptable to future demands.


This article explores the process of merging user profiles in Docebo, a learning management system (LMS). It highlights the importance of profile merging in maintaining an organized and efficient LMS, especially in scenarios like high employee turnover or company restructuring. The step-by-step guide provides practical instructions for merging profiles in Docebo, and it addresses potential challenges such as data inconsistency and user resistance. The article emphasizes the strategic benefits of profile merging, including improved data management, enhanced user experience, and increased organizational efficiency. Key takeaways include the importance of keeping user data accurate and comprehensive, the need for effective communication with users during the merging process, and the impact of profile merging on training programs and future scalability.