Docebo User Management Guide

• Model type: hybrid
• Description: Docebo uses a combination of predefined roles (Superadmin, Admin, Power User, Learner) and configurable permission sets. Admins and Power Users can have granular permissions toggled on or off and their scope restricted to specific branches or user groups. Custom admin profiles can be created to define specific permission combinations.
• Custom roles: Yes
• Custom roles plan: Available on Elevate and Enterprise plans; advanced custom role configurations may require Enterprise.
• Granularity: Permission toggles cover user management, course management, reporting, catalog management, and integrations. Scope can be restricted to specific organizational branches or user groups.

1. Log in as Superadmin or Admin with user-management permissions.
2. Navigate to Admin Menu (gear icon) → Users & Groups → Users.
3. Click the '+ New User' button (or 'Add User' depending on platform version).
4. Enter required fields: First Name, Last Name, Username, Email, Password (or select SSO-only authentication).
5. Optionally assign the user to a Branch, Group, and set their Role (Learner, Power User, Admin).
6. Configure additional profile fields as needed (e.g., Manager, custom fields).
7. Click 'Save' to create the user. The user receives a welcome email if email notifications are enabled.

Required fields: First Name, Last Name, Username, Email Address, Password (unless SSO-only is configured)

Watch out for:

• Username must be unique across the platform; duplicate usernames will cause an error.
• Email address must be unique; a second account cannot share an existing email.
• If SSO is the primary authentication method, a password may still be required at account creation unless the platform is configured for SSO-only login.
• The 'Direct Manager' field cannot be provisioned via SCIM or SAML attribute mapping; it must be set manually or via CSV import.
• New users are not automatically enrolled in any courses; enrollment must be done separately after account creation.
• Custom user profile fields must be pre-configured in platform settings before they appear during user creation.

• Can delete users: Yes
• Delete/deactivate behavior: Docebo supports both deactivation and permanent deletion. Deactivation suspends the user's access while preserving all learning records, transcript data, and history. Permanent deletion removes the user account and associated data; this action is irreversible. Docebo recommends deactivation over deletion to preserve compliance and audit records. Deleted users' historical data (e.g., course completions) may be removed from reports depending on platform version and configuration.

1. Navigate to Admin Menu → Users & Groups → Users.
2. Search for and select the target user.
3. Open the user's profile by clicking their name.
4. Click the 'Actions' dropdown or the status toggle.
5. Select 'Deactivate User' (or toggle the Active/Inactive status switch).
6. Confirm the deactivation in the dialog prompt.
7. The user is immediately prevented from logging in; their data and records are retained.

Watch out for:

• A user who logged in even once during the current annual contract period is already counted as a billable active user for that year; deactivating them mid-year does not reduce the current year's bill.
• Permanent deletion is irreversible and removes learning history, which may create compliance issues for organizations subject to training record retention requirements.
• Deactivated users still appear in the user list and can be reactivated; they do not count toward active user totals while inactive.
• Bulk deactivation is possible via CSV import by setting the user status field to 'inactive' in the import file.
• Admins with limited scope (Power Users) can only deactivate users within their assigned branch or group.

• Where to check usage: Admin Menu → Reports → New Report → Users Report (filter by Last Login date to identify active vs. inactive users); or Admin Menu → Users & Groups → Users (filter by status and last login).
• How to identify unused seats: Run a Users Report filtered by 'Last Login' date range to identify accounts that have not logged in during the current contract period. Deactivate or delete these accounts to prevent them from becoming billable if they log in.
• Billing notes: Docebo bills on a yearly active user model: the contract specifies a maximum number of active users per year. Users who exceed the contracted limit may trigger overage charges or require a contract amendment. Minimum annual contract is typically ~$25,000. Multi-year commitments may reduce per-user cost. Pricing is negotiated directly with Docebo sales; no self-serve pricing is published.

Docebo bills on a yearly active user model - any account that logs in even once during the contract year consumes a full billable seat for that year. Deactivating a user mid-year does not reduce the current year's cost.

Minimum contracts typically start around $25,000/year; per-user pricing is negotiated directly with Docebo sales and is not published self-serve.

To control spend, run a Users Report filtered by Last Login date to identify accounts that have never logged in during the current contract period. Deactivate those accounts before they trigger a billable event. Bulk deactivation is possible via CSV import by setting the status field to inactive.

Practitioners managing Docebo at scale consistently flag the same friction points across every app lifecycle stage:

• The Direct Manager field cannot be set via SCIM or SAML attribute mapping - it requires manual entry or a CSV import, creating recurring maintenance overhead as org charts change.
• The yearly active user billing model catches teams off guard: a single login locks in a full year's seat cost, making it expensive to grant occasional or one-time platform access.
• Admin and Power User permission configuration is highly flexible but not intuitive; misconfigured scopes can leave Power Users with broader or narrower access than intended.
• There is no native dashboard showing current active user count versus contracted limit; tracking utilization requires building a custom Users Report.

Common complaints:

• Direct Manager field cannot be provisioned via SCIM or SAML; must be set manually or via CSV, which creates ongoing maintenance overhead.
• Yearly active user billing model means a user who logs in once counts as a full billable seat for the entire year, making it costly to allow occasional or one-time access.
• Admin permission configuration is complex and not always intuitive; misconfigured Power Users can inadvertently have broader or narrower access than intended.
• Bulk user management via CSV import is functional but error-prone; the CSV format requirements are strict and import errors can be difficult to diagnose.
• Reporting on user activity and license utilization requires building custom reports; there is no simple dashboard showing current active user count vs. contracted limit.
• Deactivating users does not retroactively reduce the current year's billable user count, which surprises administrators expecting immediate cost relief.
• SCIM provisioning is not well-documented publicly and is reported by users to have limited attribute support compared to other enterprise LMS platforms.
• The platform UI for user management is reported by some users as slow when managing large user bases (tens of thousands of users).

Docebo fits organizations that need a structured, branch-scoped LMS with configurable admin delegation across every app and training resource in the platform. The permission model is genuinely flexible - Power Users can be tightly scoped to specific branches or groups - but that flexibility requires deliberate configuration at setup and ongoing audits to stay accurate.

The yearly active user billing model is the sharpest operational constraint. Teams that need to provision accounts for contractors, seasonal staff, or one-time training events should model seat consumption carefully before granting access. Deactivation preserves learning records and is strongly preferred over deletion for compliance purposes.

Bottom line

Docebo delivers a capable, role-scoped LMS for enterprise training programs, but the yearly active user billing model means every app provisioning decision carries a direct cost implication - a single login commits a full annual seat.

The absence of a native license utilization dashboard and the inability to provision the Direct Manager field automatically add ongoing administrative overhead.

Teams that invest in clean branch structures, deliberate Power User scoping, and proactive deactivation workflows will get the most predictable cost and access control outcomes from the platform.