Simplify Administration with Docebo Automation: Tips from Insulet’s Jessica Ritter

Managing an LMS (Learning Management System) can be a complex task, especially when you’re juggling global teams, compliance requirements, and diverse training needs. In a recent eSkillz Docebo Best Practices webinar, Jessica Ritter, Global Training Manager at Insulet, shared actionable insights on how her team uses automation to simplify administrative tasks, empower users, and improve efficiency. Here’s a recap of the key takeaways to help you harness the power of automation in your LMS.

Why Automate?

Jessica emphasized the importance of automation in freeing up administrators’ time to focus on more strategic initiatives. By streamlining processes, automation not only reduces the burden of repetitive tasks but also enhances the efficiency of training delivery. Here are some of the primary benefits:

• Reduce Manual Tasks: Automation eliminates the need for repetitive, time-consuming tasks such as manual reporting or user assignments, allowing admins to dedicate their time to higher-value work.
• Empower Users: Self-service tools give learners the ability to access the information they need, when they need it, without relying on administrative assistance.
• Ensure Consistency and Compliance: Automation ensures that all users receive the right training and notifications, at the right time, maintaining consistency across diverse teams and geographies.

By utilizing Docebo’s built-in automation tools, such as reports, notifications, and enrollment rules, Jessica’s team has transformed how they manage training for Insulet’s global workforce.

Key Automation Tools in Docebo

Reports

Reports are essential for keeping stakeholders informed and ensuring that training initiatives are on track. Jessica’s team has leveraged Docebo’s robust reporting features to automate this process. Here’s how these tools can help:

• Customizable Filters: Reports can be tailored to specific audiences or objectives, such as tracking compliance rates, monitoring progress in learning plans, or identifying overdue training sessions. Filters allow you to segment data for maximum relevance.
• Automated Scheduling: With Docebo, reports can be scheduled to send automatically to specific recipients at regular intervals (e.g., daily, weekly, or monthly). This eliminates the need to generate and send reports manually, saving time and ensuring consistency.
• Use Case: At Insulet, daily reports are sent to vendor call center managers, enabling them to stay updated on their teams’ training progress and compliance statuses. This ensures that remote teams remain aligned with organizational training goals.

Pro Tip: Establish clear naming conventions for reports to make them easy to identify and maintain. For instance, prefixing automated reports with “RA-” (for “Report Automation) can help distinguish them from other types of reports.

Notifications

Effective communication is critical to training success, and Docebo’s notification system helps ensure that the right messages reach the right people at the right time. Jessica highlighted several ways to use notifications effectively:

Notifications can be used to inform learners about their assigned training, remind managers of upcoming deadlines, or alert administrators about changes in enrollment status. This ensures everyone stays informed and accountable.

Tips for Effective Notifications:

• Use Short Codes: Personalize notifications by including dynamic fields such as the user’s name, course title, or deadline. This adds a professional touch and ensures relevance.
• Set Timing: Choose optimal timing for notifications based on the event, such as immediately upon enrollment or a day before a deadline. Well-timed messages improve the likelihood of action.
• Plan Ahead: Always test notifications with a dummy course or user profile to ensure they appear as intended before rolling them out to the broader audience.

Enrollment Rules

Enrollment rules are a powerful feature for automating user assignments. By setting up dynamic groups, administrators can ensure users are automatically assigned to courses or learning plans based on predefined criteria. Here’s how this works:

• Dynamic Groups: These are automatically populated based on user attributes like job title, department, or location. For instance, new hires in the Boston office can be automatically added to a group and assigned onboarding training.
• Automatic Assignments: Once a user is added to a dynamic group, enrollment rules can assign them to the appropriate courses or learning plans without manual intervention. This reduces administrative overhead and ensures timely training delivery.

Warning: Be cautious when editing groups tied to enrollment rules. Always deactivate the associated rule before making changes to avoid unintended mass enrollments.

Empowering Teams with Power User Profiles

Not everyone in an organization needs full administrative access to the LMS. Insulet addressed this challenge by creating view-only Power User profiles for their compliance team. This approach allows stakeholders to:

• Access Content: View course materials, enrollment details, and learner progress without the ability to make changes.
• Generate Reports: Run reports specific to their responsibilities, such as compliance tracking, without needing admin permissions.

This solution strikes a balance between empowering teams with the information they need and maintaining system integrity. For example, compliance managers at Insulet can independently review training progress without risking accidental changes to the LMS setup.

Best Practices for Successful Automation

To maximize the benefits of automation, Jessica shared these best practices:

1. Standardize Naming Conventions: Use consistent naming conventions across reports, notifications, and groups to avoid confusion and make future updates easier.
2. Document Everything: Maintain detailed documentation of your automation setup to assist both current and future administrators.
3. Leverage Knowledge Base: Take advantage of resources like Docebo’s Knowledge Base and support tools for setup and troubleshooting.
4. Test Before Launching: Always test automation features with dummy data to ensure they function as intended and deliver the desired results.

Real-World Applications of Automation

Jessica provided examples of how automation has streamlined Insulet’s training operations:

• Onboarding: New employees are automatically assigned compliance training based on their location, ensuring consistency and timeliness.
• Compliance Tracking: Managers receive regular updates on their teams’ training progress, helping them stay on top of compliance requirements.
• Self-Service: Power Users can independently access reports and content relevant to their roles, reducing the need for administrative support.

Final Thoughts

Automation is a powerful way to simplify LMS management, save time, and enhance user experience. By leveraging tools like reports, notifications, and enrollment rules, administrators can focus on strategic initiatives while ensuring training runs smoothly.

Jessica’s advice to admins: “Learn from mistakes, document everything, and test thoroughly. Automation is about making life easier—embrace it!”

For more tips and resources, visit the Docebo Knowledge Base or explore their support features.