LearnTrak’s Documentation Contents¶
Introduction¶
About¶
24x7 LearnTrak LMS¶
LearnTrak LMS is an online learning platform, which enables organizations to host and launch eLearning courses and help align learning activities to business objectives. It is designed to offer learners an engaging, intuitive, collaborative and personalized learning experience. LearnTrak LMS is redesigned, redefined and reinvented to help end users to be trained efficiently and faster. LearnTrak LMS is now SiClo Mo-Simple to use, on Cloud and Mobile. LearnTrak is an award-winning, feature-rich LMS which is designed for the efficient creation and implementation of self-paced online learning, mobile learning, instructor-led and blended learning programs.
Features of LearnTrak LMS¶

Getting Started¶
LMS Dashboard¶
The LearnTrak Management System dashboard provides at a glance view of all the current user activities. Some of the important activities are as follows:
- The dashboard display information on the classroom trainings, surveys, polls & responses, announcements, needbased trainings, learning feeds and feedbacks.
- The Learning Feed displays list of available e-learning courses, forum threads & replies and the library resources.
- Under Need Based Training the user can send the request to Adhoc trainings.
- The dashboard allows administrators to handle the System Settings of LMS application.
- The Team tab is available to the reporting managers’, that provide information’s on all the reportees and also help handle different types of approvals.
- The Admin tab allows the administrator to manage the administrative activities like creation, edition, deletion and updation of all the important modules.
- The Forum tab allows administrator to create different types of forums like general forum and classroom training forum, allowing users’ to participate by starting a new threads and posting the replies.
- The Digital Library allows administrator to create library resources based on the categories and sub-categories that allows user to upload resources of type URL, Document, PDF, etc under a particular category.
- Graphical view is presented for both Learning hours and E-learning status. The learning hours shows, as to how many hours spent on the classroom trainings & e-learning courses in a particular month and the e-learning status display a graphical representation on the status of the courses assigned to the users’, i.e, ‘completed’, ‘in progress’ or ‘not started’.
- Users’ are provided with Quick Launch facility on the last accessed resources for AICC and SCORM 1.2 courses which is in the ‘in progress’ state from the previous login.
- The Calendar provides quick information on the classroom trainings scheduled for a particular date and month.
- The dashboard shows a short preview of the Leaderboard and Visual Graph as widget.

Business Units¶
Business Units¶
The LMS business units is nested into a hierarchy of business units to form the logical business unit. The users within the hierarchy represent the parent-child relationship. The BU hierarchy structure is independent of another business unit structure.
The information flows in a top-down approach, where the top-level BU Admin has the right to access information’s of bottom-level BU Admin i.e., information of all individual users or group users. The LMS allows creation of multiple users under each business unit which is based on parent-child relationship hierarchy.
LearnTrak-LMS Business Unit Hierarchy Flow:
Creating Business Units¶
The business unit created are tenant specific, i.e., each tenant can have different business units. The System/Super Admin has the right to create business units based on the parent-child relationship which is mapped to single user or group users. The business units can be created, edited and deleted.
Note
In LMS, the normal BU Admin is not given the rights to create the business units, as it remain only with the System Admin.
To access BU module:
- Click
Admin > Manage Users > Manage Business Units. The following Manage Business Units screen appears.

To create business units:
- Click Create. The following Create Business Unit screen appears consisting of the following fields, namely:
- Business Unit Code (Alphanumeric)
- Business Unit Name
- Parent Business Name
- Description (if any)

Important
- The new Business Unit Name created becomes the child BU under the Parent Business Unit Name. Parent BU is not mandatory and when not selected, the new Business Unit Name becomes the parent BU.
- The BU Admin at the top-level has the rights to create, edit and delete information of all its users at the low-level. A BU Admin at the bottom-level can only view details created by its top-level administrator.
- Child BU Admin of the particular business unit can be changed at any time by its parent BU Admin. Example: Human Resources, Sales & Marketing and Productions etc, are some of the classic examples of business units.

Edit and Delete Business Units¶
The business units can be edited and deleted by the BU administrator only.
- To edit business unit:
Click Edit
. The Edit Business Unit screen appears with the chosen fields to be edited.
- To delete business unit:
Click Delete
. It deletes the selected business unit.
Note
Business unit cannot be deleted, if is assigned with any dependency. For example, if the users are mapped to a particular business unit, then it cannot be deleted.
Import Business Units¶
- The business units is uploaded in bulk by importing it via .csv file. The .csv file size should be less than or equal to 4MB.
- Click Import. The following Import Business Units screen appears.

Users¶
LMS User Roles¶
- The LMS allows users to be created as a single user or group users. The Super Admin is placed at the top-level of the business units hierarchy having all the rights to create and classify the single users or group users under various business units.
- All users must be associated with only one business unit. The users created can be assigned to the BU Admin role, where each BU Admin has the right and privilege on each users grouped under various business units.
There are 4 types of user roles supported by LearnTrak LMS:

Note
- The Super Admin is also a user and can play multiple roles at the same time as a reporting manager, trainer, or administrator.
- The Tenants and the Plan ID are featured only to the Super Admin.
Single User¶
- The administrator can create users with or without business units.
- The users created can also be a BU administrator who in turn has the rights to create and add as many users under each business unit.
- The BU administrator can access all the details of the users created under them.
Create Users¶
To create single users:
- Click
Admin > Manage Users > Users. The following Manage Users screen appears.
Note
After the resources/programs are created, they must be published to the single users. Refer publish or add resources to single users to map the resources/programs.
- Click Create New. The following Create User screen appears with relevant fields to be filled.
Important
- It is mandatory to place each user under the respective business units. If business unit is set to “/”, then the users are created under general business unit representing no parent-child relationship.
- The location is mapped to the classroom location.
- The email field is mandatory.
Note
The business unit and reporting manager is not mandatory for all users.
The reporting managers are grouped under different business units.
The user types are selected from the dropdown list:
1. Learner2. Admin3. SysAdminThe contact type is also selected from the dropdown list:
1. Full time & Part time2. Fixed time3. Seasonal4. Casual and Independentwhen checked, users will receive mail regarding the new account creation.
when checked, it generates an automatic password.
The Custom Fields are additional field of information that is added to the existing fields.
Edit and Delete User¶
To edit user:
Click Edit. The Edit Account screen appears with the chosen fields to be edited.
Note
when checked, the user account is disabled and will be unavailable to the user. The disabled account can be enabled again later.
To delete users:
Click Delete. It deletes the selected users.
Note
Single users cannot be deleted, if it is assigned with a dependency. For example, if single users are grouped under a particular group or if is assigned to the resources/programs, then it cannot be deleted.
Details and Reset Password of User¶
To display user details:
* Click Details. The Details screen appears displaying selected user details.
* The Details screen provides option to edit user details at any point, by clicking Edit.
To reset password:
Click Reset Password. The Reset Password screen appears.
Import Bulk Users¶
- The users are uploaded in bulk by importing it via .csv file. The .csv file size should be less than or equal to 4MB.
- Click Import. The following Import Users screen appears.

Important
Create business unit, if not exist: While importing users, if new business unit name does not exist in the application, then it is automatically created along with its users while uploading the .csv file.
Create location, if not exist: While importing users, if new location name does not exist in the application, then it is automatically created while uploading the .csv files.
Create department, if not exist: While importing users, if the new department name does not exist in the application, then it is automatically created while uploading the .csv files.
Delete Users¶
Multiple users can be deleted either by selecting the specific user or by selecting all the users at a single select.
To delete users:
• Selectthe desired users > click Delete > deletes only the selected users (or)
• SelectUser Name column > click Delete > deletes all the users.

Note
Newly added users can be deleted.
The user cannot be deleted, if is assigned with a dependency.
- For example:
- If a single user is grouped under a particular user group or is assigned to the resources/programs, then it cannot be deleted.
- The users who have already logged into the LMS, cannot be deleted.
Export Users¶
The user’s details are exported to the Excel in .csv file.
To export users:
Click Export, to export details to the respective .csv file.
Publish Resources or Programs to Single Users¶
To add or publish resources to single users:

- Online resources and programs can be added directly to the individual users. The added resources or programs, will be directly listed under My E-Learning Courses tab.
- The request approval type resources when added directly, it bypasses the rule of approval from the reporting manager or administrator and will be listed under My E-Learning Courses tab.
- The visual report displays the graphical user interface report of a particular user reporting to the administrator/super admin under the same business unit.
- The consolidated report generates combined user report for both e-learning courses and the classroom trainings assigned to particular user.
- It displays particular user details such as name, status, type of resources, location details, scores, etc for the classroom trainings and e-learning courses. Refer User Report for more details.
- This report can be exported to the excel in the .csv file format.
- The training cost report displays details on the individual user’s total instance cost for the attended and not attended classroom training.
Graphical View Report¶
The consolidated visual progress chart is displayed for the reporting manager, administrator and all its listed reportees/users.
1. For Reporting Managers: Displays the combined report of all the reportees reporting to the reporting managers.2. For Administrators: Displays the combined report of all the users reporting to the administrator/super admin under the same business unit.The consolidated visual chart is divided as follows:
- E-learning Report
- Login Report
- Classroom Training Report
- Feedback Report
The e-Learning report displays the graphical user interface report for both e-learning programs and the resources.
The feedback reports are classified as follows:
- Participant Feedback
- Trainer Feedback
- Training Feedback
- Question Analysis Report
- Trainer Status Report
To access:
Click Admin > Manage Users > Users > Consolidated Report > Graphical View Report. The following OverAll User Progress Visual Chart screen appears as shown below.

OverAll User Progress Visual Chart¶
E-Learning¶
- The E-learning chart provides quick view on the resources count based on the status of the resources for the administrator/reporting manager.

- The status of the any resources can be either Completed, In-Progress or Not Started.
- The administrator/ reporting manager can click on the respective status tabs to check for the assigned resources progression of the users / reportees.
- At the administrator level: the latest 7 days, 30 days and 12 month chart display the e-Learning course count based on the respective status of each user under the same business unit.
- At the team level: the latest 7 days, 30 days and 12 month chart display the e-Learning course count based on the respective status of all the reportees reporting to a particular reporting manager.
- The resource based report displays the overall progress of the selected resource, i.e., total number of user status either as completed, in-progress or not started.
- The e-Learning report displays reportees listed under the reporting managers hierarchy and as for the administrator, the users listed under the administrator’s business unit will be displayed.
E-learning Program Chart¶
- The e-Learning program chart displays the overall program progress status of all the users.

The e-learning program progress report for the reporting manger displays consolidated program status of the team reportees.
The administrator e-learning program progress report, displays consolidated program status of all the users belonging to the administrator’s business unit.
o E-learning program: Provides quick view of the programs count based on the status, i.e. completed, in-progress or not started by the team reportees/ users.o Program resources: Display a graphical representation of a particular program’s resource status count of the team reportees/ users on selecting the resource.o Forthcoming programs: By default, it displays a graphical representation of the programs that are to be added to the team reportees/ users for the next 30 days.o Forthcoming expire programs: By default, it displays a graphical representation of the programs that is about to expire by next 30 days for the team reportees/ users.
Classroom Training Progress Chart¶

Training¶
- At administrator/team level: the trainings instances published to the users or reportees by the administrator or reporting manager will be listed in the drop down list.
- The instance count is displayed based on the trainings published to the users/reportees by the administrator or reporting manager.
Recently Attended Trainings¶
- The training chart displays a graphical representation of the recently attended classroom trainings by the team reportees or by all the users for the last 30 days.
- The chart displays the complete month report of the training instance count for which the attendance is already taken.
- The entire month chart is split into the week-based chart
Enrolled Trainings for Next Quarter¶
- The chart displays total number of training programs, enrolled by the team reportees or by all the users for the next quarter.
- Enrolled consists of the following statuses like enrolled, pending approval, on waiting list and cancelled pending approval.
- By default, the chart displays a quarterly report starting from the current day to the end date of the month.
- When the users / reportees selects a particular month, the chart displays complete quarterly report starting from the first date of the month till the end date of the month.
Upcoming Registration Closure Trainings¶
- The chart displays total number of training programs assigned to the team reportees or to all the users for the next 3 months, for which the registration date is yet to expire.
- It displays the instance count on the number of users / reportees not nominated for the training, i.e; it lists all the trainings listed under the Available Training tab.
- By default, the chart displays a quarterly report starting from the current day to the end date of the month.
- When the users / reportees selects a particular month, the chart displays complete quarterly report starting from the first date of the month till the end date of the month.
Login Report¶
- The login chart provides graphical representation of the users / reportees login count to the LMS everyday.

- At the administrator level: the latest 7 days, 30 days and 12 months login report displays a successful login count report of every user under the same business unit.
- The user wise visual chart is displayed only for the administrator.
- At the team level: the latest 7 days, 30 days and 12 months login report displays a successful login count report of all the reportees reporting to the reporting managers.
Note
- The monthly chart is split into week-based chart.
- User can also generate entire month & year wise chart.
Feedbacks¶
Training Feedback¶
- The training feedbacks are available to the administrator, trainer and reporting managers.

The chart shows an analogy on the achieved participant feedbacks for each attended classroom trainings, that which is given by the trainer/ administrator.
The training feedback report can be filtered based on the category, start date and end date.
The training feedbacks must satisfy the below given 2 conditions:
- The classroom trainings must be attached with the participant feedback.
- Any one of the participants must give feedbacks on the respective trainings.
The training feedback is calculated based on the average sum of users ratings for the training divided by the number of users rated for the trainings.
There can be only one training feedback for each classroom training.
The training feedback reports are displayed 5 per page.
For the training feedback, the attendance must be taken by the trainer or the administrator.
Trainer Feedback¶
- The trainer feedback report is available to the administrator, reporting manager and also for the trainer.
- The trainer feedback report can be filtered based on the category, start date and end date.

The trainer feedback must satisfy the below given 3 conditions:
- The user defined must be a trainer.
- The classroom trainings must be attached with the trainer feedback.
- Any one of the participants must give feedback on one training.
The trainer feedback is given by the participants.
The trainer feedback is calculated based on the feedback percentage given by the participants, for one training that the trainer is assigned to.
Trainer Status Report¶
- The trainer status report is available only for the trainer.
- The trainer status report is displayed based on the location status count, i.e., either Completed or Yet to Complete.

- The trainer is provided with the status count report on the number of trainings completed in the respective locations for the latest 7 days, 30 days, 3 months and 12 months for the trainings assigned to the trainer.
- A report on the status count for the upcoming 7 days, 30 days, 3 months and 12 months, is also displayed based on the number of trainings that is yet to be completed in the respective locations for the trainings assigned to the trainer.
Feedback Question Analysis Report¶
- The feedback question analysis report is available to the administrator and reporting manager.
- The feedback question analysis report displays, an average count on each question answered by the users / reprotees for any feedbacks.

- This is calculated based on the average sum of the ratings given by the user divided by number of users.
- The feedback analysis report can be filtered based on the feedback category.
Participant Feedbacks¶
- The participant feedback is available to the administrator and reporting manager.

- The participant feedback report can be filtered based on the category, start date and end date.
- The average feedback percentage of all the reportees / users, who have attended the classroom trainings, will be displayed.
- This is calculated based on the average sum of ratings provided by the trainers for all users on the particular trainings.
User Report¶
- The user report generates a complete progress report of all the users under same business unit, total usage, hours spent on both e-learning courses and classroom trainings.
- A filtered report can be generated based on the User Name, Start and End Date.
- This report can be exported to the excel in the .csv file format.
To access:
Click Admin > Manage Users > Users > Consolidated Report > User Report. The following Report screen appears as shown below.

TNI Report¶
This generates detailed report on the training need identification (TNI) for the all the published users under the same business unit.
To access:
Refer TNI Report under TNI for more details.
Training Cost Estimation¶
- The consolidated training cost estimation report displays each instance’s total cost for the attended and not attended classroom trainings by the users under same business unit.
- This report can be filtered based on the Username, Start and End date.
- The report is exported to the Excel in .csv file format.
To access training cost report:
Group Users¶
- The administrator can create user groups as either static or dynamic and add them to different business units.
- The user groups can also be created with or without business units.
- All the users in the group are assigned with the classroom trainings, resources or programs, polls, surveys, digital library and announcements.
The group users are classified into 2 ways:
1. Static Group Users2. Dynamic Group Users
Static Group Users¶
The static user groups are added or removed manually and can be created with or without business units.
Child properties are allowed.
The entire group can be deleted by first removing all the users from the particular group.
Procedure to add static users:
- Click Users. The following List of Users screen appears displaying a list of users that are added to the respective group.
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- Click Add to add mapped business unit users to the group.
- Click Remove to delete the static users.
Dynamic Group Users¶
- The dynamic user groups are created with or without business unit.
- Child properties are allowed.
- The users are added to the dynamic group by passing the query as a condition (AND/OR), that is filtered based on the following:
- 1. Parameters:
- User Name
- First Name
- Last Name
- Business Code
- Gender
- Designation
- Locations
- Manager
- Job Role
2. Conditions: =, =, <, >, <=, >=, Contains.
Procedure to add dynamic users:
- Click Edit Query. The following Edit Query screen appears where a query is passed to add the dynamic users.
- Click Add to add the mapped business unit users. The count on the number of users added is also listed.
- Click Users to view list of dynamic users added to the particular group. Example: Username = amit (AND/OR) > click Add.
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Important
- Contains: Is an operator that matches against only the specific word in the given string.
- The dynamic users are removed manually.
To create group users:
- Click
Admin > Manage Users > User Groups. The following Manage User Groups screen appears as shown below.

- Click Create New > select Static | Dynamic. The following Create User Group screen appear consisting of required fields to be filled.

Important
Allow Child when checked, represents the parent-child relationship, where users of both child BU and parent BU is included.
Note
The maximum Name field limit is 100 characters (any character).
The Users button displays list of static or dynamic users added to the respective user groups.
The Update Group updates the group with new or existing (static/dynamic) users of the respective business units (BU). The users are filtered based on the query passed as a condition in the Edit Query option for the dynamic group and as for the static group the users are updated manually.
* The Update Group button is available for both static/dynamic group users.* The users required to be updated to the static/dynamic group are listed under the Users Available for Updation.* Click Update Group, to update the users to the respective static/dynamic groups.* The updated users will be listed under Users of the respective static/dynamic group.* The resources or programs mapped are available to the respective user groups.Click Import to upload bulk users. The Import User Groups screen appears to upload bulk users by importing .csv file. The .csv file size should be less than or equal to 4MB. Refer Bulk Uploading Process under Single Users > Import Bulk Users.
Click Export to export user’s details to the .csv file. Refer Export Users process under Single Users.
Publish Resources or Add Programs to Group Users¶
- The resources or programs are published to the user groups.
- To publish resources/program:
* Click Publish Resources | Add Programs tab. The Publish Resources/Programs for the Group <group_name> screen appears to publish the resources or programs.* Select resources or programs to be added from the Not Added Resources/Programs list to the Added Resources/Programs list and later map the resources or programs to the user groups.
- On user account:
* Online resources: are listed under Available E-Learning Courses tab, where the users are required to add the resources.* Online programs: are listed under My E-Learning Courses tab > Upcoming tab.
Important

- The selected resources is added directly to the users by checking the Add Directly to Users. Once resources are added, it appears directly under My E-Learning Courses > Current tab, instead of the Upcoming tab on the user account.
- Request approval type resources when added directly, it bypasses the rule of approval from the reporting manager or administrator and gets listed under My E-Learning Courses tab.

- When checked, a mail is sent to the users regarding the published resources or programs.
Edit and Delete Group Users¶
To edit group users:
Click Edit. The Edit User Group screen appears with the chosen fields to be edited.
To delete group users:
Click Delete. It deletes the selected user groups.
Reporting Manager¶
- The reporting manager is an administrator who enjoys the access rights. The reporting manager has the right to approve or reject request to the training programs or online resources of its reportees, view team details, track completion status of the team, manage approvals and escalations.
- The Team tab is available only to the reporting manager. It is not mandatory for the users to have the reporting manager. The reporting manager can play the role of an administrator or trainer simultaneously.
To access reporting manger account:
On the main menu > clickTeam.
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This module is divided into following sub-modules:
- My Users
- Pending Action Plan Task Creation
- Pending Action Plan Task Review
- Needbased Training Approval
- Library Approval
- Pre-work Approval
- Resource Request Approval
- Renew Program Approval
- Assessment Request Approval
- External Qualification Measures Approval
- Supervisor Evaluation Feedback
My Users¶
- The My Users tab display reporting manager’s team, i.e. the number of reportees reporting to a particular reporting manager.
- If the business unit has a child business unit, then the users under the child business unit are also displayed which helps reporting manager to keep track on the number of reportees.
To access my users:
ClickTeam > My Users. The following Business Units Users screen appears displaying parent and child business unit users under each business unit.

User Consolidated Report and Details¶
- The consolidated report generates individual reportees report for both e-learning courses and the classroom trainings.
- It displays details such as name, status, type of resources, location details, score of classroom training and e-learning courses, etc.
To display consolidated report:
Click Report. The following user’s Consolidated Report screen appears displaying reportees report on the e-learning courses and the classroom trainings.

To view details:
Click Details. The Details screen appears displaying details on User name, First name, Last name, Email, Mobile and Business Unit.
Individual Team Reportee’s Visual Report, Consolidated Progress Report and Training Cost Report¶
Individual team reportee’s visual report:
The individual team reportees visual report displays a graphical user interface (GUI) report of the particular team reportee.
To access:
Click Report > Visual Report. The Visual Progress Chart screen appears displaying the particular team reportees login report, feedback report, e-learning & classroom report activities.
Individual team reportee’s consolidated report:
The individual team reportees consolidated progress report displays combined report of all the reportees reporting to particular reporting manager.
To access:
Click Consolidated Progress Report. The OverAll User Progress Status screen appears displaying login report, feedback report, e-learning & classroom reports of all the reportees reporting to a particular reporting manager.
Individual team reportee’s training cost report:
The team reportees training cost report displays individual reportees total instance cost details for the attended and not attended classroom training.
To access:
Click Report > Training Cost. The Training Cost Details of Individual User screen appears displaying training instance cost details such as training name, location, present and absent costs.
TNI Report of Reportees¶
This generates detailed report on the training need indentification (TNI) published to all the reportess under particular reporting manager.
To access:
- Refer TNI Report under TNI for more details.
My Team’s Training Cost¶
- The team’s consolidated training cost report displays each instance’s total cost for the attended and not attended classrom trainings by the reportees’.
- This report can be filtered based on the Username, Start and End date.
- The report is exported to the Excel in .csv file format.
To access team’s training cost report:
Pending Action Plan Task Creation¶
- When the classroom training starts and attendance is taken by the administrator/ trainer, the action plan task is available for creation by the reporting manager under the Team > Pending Action Plan Task Creation tab.
- The reporting manager/supervisor creates action plan tasks for the completed classroom trainings.
- Multiple tasks can be created for a single action plan and the respective task count is displayed.
Note
The reporting manager will receive mail notifications for the action plan task creation for the particular user.
- On user account, the user must provide response to the newly assigned action plan task.
Note
The reporting manager will receive mail notifications on the completed user completed action plan task.
To create action plan task:
Note
The user will receive a mail notifications on the newly added action plan task.
To view action plan task details:
* Click Task Details displays information on the action plan task.
Pending Action Plan Task Review¶
The reporting manager reviews the action plan task response sent by the user.
The review process is done in 2 iterations:
o Appraised: When the status is appraised, it signify end of the review.o Needs Improvment: When the status is needs improvement, it signify one more review attempt to be completed.
To access:
Supervisor Evaluation Feedback¶
- The supervisor/ reporting manager must give evaluation feedback to the users for the particular classroom training.
- The supervisor evaluation feedback is available to the supervisor/ reporting manager only if the evaluation feedback form is attached to the classroom training.
- The supervisor evaluation feedback settings is set at the tenant level.
- Based on the tenant set value the evaluation feedback is displayed to the supervisor.
- The evaluation feedback is given only once per user for the particular training instances.
To access:
To view feedback given:
* Click Feedback Given. The following Feedback Given screen appears listing all the supervisor evaluation feedbacks given by the supervisor/ reporting manager.
* Click View Feedback to see the feedbacks given by the supervisor/ reporting manager to user for the particular training.Note
The feedbacks can be filtered based on the Start & End date, Training name and User name.
Trainer¶
- The trainer is also a user who is assigned with the task to train the Learners, i.e. single users or group users.
- A trainer can be an internal trainer or external trainer.
- The administrator has the right to assign any user as an internal-trainer.
- The trainer can check for the trainings assigned by the administrator and perform the task such as taking the attendance and provide feedback on the trainings and the participants.
- The Training Schedule, Manage Leaves, Pending Attendance and Trainings tabs is available to the trainers.
- The trainer can also play the role of an administrator or the reporting manager.
- The trainer’s can view the visual reports for the training feedback, trainer feedback and trainer status feedback.
To access trainer account:
Click
Classroom >
1) Training Schedule2) Manage Leaves3) Pending Attendance

My Training Schedule¶
The Training Schedule tab displays a list of the trainings assigned to the trainer. The trainer performs the following tasks:
- View user’s report on the assigned trainings.
- Take attendance of users for a particular training.
- View training attendance details.
- View trainer session details of a particular training.
- View trainer’s feedback.
- Give participants feedback.

Users’ Detail¶
Trainer must give the participant feedback on the users enrolled for the trainings.
The users’ detail displays status report on the particular user enrolled for the classroom trainings, like:
- Enrolled
- On Waiting List
- Pending Approval
- Rejected
To access details:
Click Users. The following Users Details screen appears displaying details of the users who have attended the training.

Take Attendance¶
The take attendance screen allows the trainers to take the attendance of the users enrolled for the classroom training.
To take attendance:
* Click Take Attendance. The following Take Attendance screen appears.
* Select the user name > click Submit.* Reason field is filled, only if the user is not attending the training session.

Publish Training to Users¶
- The trainer can also publish the trainings to multiple users.
- The newly added users’ are enrolled directly to the training instances, i.e., it by-passes the rule for self-nomination to the classroom trainings.
- The trainer can also cancel the users’ training nominations.
- Refer User Details and Status Types under Classroom Training > Manage Training > Create New Instances to add adhoc users to the classroom training.
Attendance Details¶
The attendance details screen displays attendance information of the users who are enrolled and present for the classroom trainings.
To view attendance details:
Click Attendance Details. The following Attendance Details screen appears displaying attendance details.

Session Details¶
The session details screen displays the trainer’s classroom training session information.
To view session details:
Click Session Details. The following Session Details screen appears displaying details.

View Trainer, Training, Participant Feedbacks¶
- The View Trainer Feedback displays the feedback details on the trainer given by the users’.
- The View Training Feedback displays the feedback details on the training instances given by the users’.
- The View Participant Feedback displays the feedback details on the users’ given by the trainer.
To view feedbacks:
Click View Trainer Feedback. The following Feedback Report Details screen appears displaying details on the trainer feedback.
Click View Training Feedback. The Feedback Report Details screen appears displaying details on the training feedback.
Click View Participant Feedback. The following Participant Feedback Report Details screen appears displaying details on the particiapnt feedback.
Give Trainer Training Feedback¶
- The Give Trainer Training Feedback displays the classroom training feedbacks given by the trainer.
- The trainer training feedback is available to the trainer only if the trainer training feedback form is attached to the classroom training.
- The administrator can view these feedbacks under View Trainer Training Feedback.
To view trainer feedbacks:
Manage Leaves¶
- The Internal-Trainer can apply for the leave at any time.
- The leaves applied will be reflected during creation of the new trainings.
- Based on the trainer availability, the respective classroom training will be assigned.
To manage leaves:
Click Create Leave. The following Create Leave screen appears with relevant fields to be filled.

Trainings¶
- The Trainings tab displays the classroom trainings allocated to the trainer.
- The trainer can only view the My Training, Available Training and Company Trainings tabs of the particular classroom training.
To access training:
ClickClassroom > Trainings. It is redirected to Trainings screen.
Note
Trainer can also self-nominate to the classroom trainings, but cannot nominate if is assigned as a trainer for the same classroom training.
Trainer Pending Attendance¶
The trainer’s pending attendance displays a list of all the pending user attendance to be taken by the trainer for the assigned classroom training instances.
To take pending attendance:
ClickClassroom > Pending Attendance. The following Pending Attendance screen appears displaying pending attendance details.

Note
The Take Attendance redirects to the take attendance screen.
Library¶
Digital Library¶
- The digital library is a collection of categories that allow users to post resources of URL, Document, PDF, etc.
- Users can post resources under particular digital categories or sub-categories.
- Once the resources are posted, it is sent for approval from an administrator or approver.
- The administrator or approver can view the resources before approving | rejecting the resources posted by the user.
To access library:
To post new resources:
Note
- Item Type is either URL or document.
- The LMS supports uploading MS-Documents of type .Doc, .Docx, .Docm, .Dotx etc.
- Thumbnail URL: Users can upload the resource image via the URL.
To upload bulk resources:
Digital Category¶
Digital categories are collections of library categories, that are created to facilitate users to post resources of type URL, Document, PDF, etc.
Categories can have single or multiple sub-categories.
It has 2 types of access types:
o Public: Categories created are available to all the users in LMS application.o Private: Categories created are available only for the selected users under particular group.A category approver or the administrator has rights to approve | reject the resources, uploaded by the users.
Only administrator has right to delete the resources uploaded by the user, even if it is either approved or not approved.
The administrator can manage digital categories by adding, editing or deleting categories.
The categories created are mapped to the users, listed under Library tab on the user accounts.
To access digital category:
Edit, Delete and View Digital Category Details¶
To edit digital category:
Click Edit. The Edit Category screen appears with the chosen fields to be edited.
To delete digital category:
Click Delete. An alert box is displayed with the following message: “Do you want to delete the category Category_Name?” click Ok or Cancel.
Note
Digital categories cannot be deleted, if it is assigned with dependency. For example, if categories are already mapped with the resources and published to user groups, then it cannot be deleted.
To view digital category details:
Click Details. The Digital Category Details screen appears displaying details of the particular library category.
Forum¶
Forum¶
- The forum is an online discussion group, where the administrator posts topic of discussion for the users to participate and post replies on the same.
- A forum can have any number of sub-forums; a sub-forum can have ‘n’ number of topics with relevant replies.
- The tree-structure of forum is given below:
Note
- Threads are created either by an administrator or the user and is available to all the users in the LMS.
- Under each topic, new discussions are called as Threads.
- The users can participate in discussions, by posting replies to the respective threads.
- New threads created by users are managed by the administrator.
- To access forum:
Click
Forum. The following Manage Forum screen appears displaying details on the list of forums created.
There are 2 types of forums:
- General Forum:
o A forum is created based on general topics such as for example: Economics, Business, Education, Finance etc.o Only administrator/super admin/root admin has the right to create general forums and the users can participate by posting replies to the general forum.
- Classroom Forum:
o The classroom forum is created based on the classroom training discussions.o Any of the users enrolled in the classroom training can create the threads and post replies.
To add classroom training for discussion:
• ClickClassroom > Trainings. The Classroom screen appears.
• Under My Trainings > click List View > click Discussion. It is re-directed to the Forum screen, where the trainings are added to the discussion.
Create New Forum¶
To create forum:
Note
The new forum created, appears in all enrolled user accounts and can participate by creating new threads and post the replies.
Create New Thread¶
To create thread:
Post Replies¶
To post replies:
Click on the newly created thread. The following Thread Details screen appears displaying details on the new thread.
Click either of the tabs:
1. Reply: to post a new reply.2. Remove: to remove the topic thread created.3. Edit: to edit the thread details.![]()
Click Reply. The following Reply screen appears to post replies to the particular thread.
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Edit and Delete Thread¶
To edit thread:
Click Edit. The Edit Thread screen appears with the chosen fields to be edited.
Note
The Edit link will be enabled only for 15 minutes and then it will be disabled automatically.
To delete thread:
Click Delete. It automatically deletes the specific thread.
Delete Forum¶
To delete forum:
Click Delete. An alert box is displayed with the following message: “This forum contains thread, Are you sure you want to delete?”, click Ok or Cancel.
Participate in the Forum¶
- Click on the selected forum name to participate in the discussions. The following Manage Threads screen appears displaying lists of threads for the discussion.

- User participations are based on 2 scenarios:
o Scenario 1: Users can start a discussion on the new thread > click Start New Thread.o Scenario 2: Users can discuss on the existing threads and post replies by clicking on the selected thread name.
Classroom Training¶
Introduction to Classroom Trainings¶
The classroom training is termed as trainings conducted either in the training room or conference room, classrooms, office, etc. Classroom help instructors/trainers to provide training in skills or materials to individual or group of individuals based on lectures, discussions, demonstrations and presentations. The classroom module allows administrators to create and publish classroom trainings to users. The classroom provides handling the trainings and sessions by creating various modules needed to start the training sessions.
Advantages of Classroom Trainings¶
- Classroom training allows the instructor/trainer to instruct a large group of people/trainees using various techniques.
- The classroom provides long-term benefits compared to online or one-to-one training.
- Classroom allows training people for a fixed period of time under controlled space without being distracted by various demands.
- Classroom helps in maintaining the training costs for small sized groups and is less expensive.
To access training modules:
o ClickAdmin > Classroom.
o The classroom training module is classified into the following types:![]()
Note
- (1):The modules from 1-12 i.e locations, aid categories, training aids, training types, action plans, internal trainers, external trainers, vendors, layouts, training rooms, training holidays and sessions are the pre-requisites for the classroom training that must be created first and then later mapped to the new trainings.
- (2):The pre-requisites are mandatorily required in the creation of new trainings.
Training Pre-requisites¶
Locations¶
- The administrator can manage the training locations under this module.
- The locations created are mapped to the users, training aids, training rooms and training holidays of the classroom trainings.
- Multiple locations can be created, edited, deleted and details of locations can be viewed such as Country, Location Name, Description, Created/Modified By and On of the particular classroom training.
To access locations:
Edit, Delete and View Location Details¶
To edit locations:
Click Edit. The Edit Location screen appears with the chosen fields to be edited.
Note
Weekly Holiday when checked, display days of a week starting from Sunday-Saturday, allowing the administrator to set the weekly holiday for a particular classroom training.
To delete locations:
Click Delete. An alert box is displayed with the following message: “Do you want to delete the Location Name?”, click Ok or Cancel.
Note
Location name cannot be deleted, if is assigned with dependency. For example, if the location is mapped to the classroom trainings, then it cannot be deleted.
To view location details:
Click Details. The Details screen appears displaying details of the location name. The administrator can also edit details, by clicking Edit which is redirected to the Edit Locations screen.
Aid Categories¶
- The Aid Categories module, categorizes the training aid used for the classroom training.
- The aid categories created are mapped to the training aids of the classroom training.
- Multiple aid categories can be created, edited, deleted and the details of aid categories can be viewed such as Name, Description, Created/Modified By and On of the particular classroom trainings.
Example: Hardware, Software, Stationary, Audio-Visual equipments etc.
To access aid categories:
Edit, Delete and View Aid Categories Details¶
To edit aid categories:
Click Edit. The Edit Aid Category screen appears with the chosen fields to be edited.
To delete aid categories:
Click Delete. An alert box is displayed with the following message: “Do you want to delete the Aid Category Name?”, click Ok or Cancel.
Note
Aid category cannot be deleted, if is assigned with dependency. For example, if the aid categories are mapped to the classroom trainings, then it cannot be deleted.
To view aid category details:
Click Details. The Details screen appears displaying details of the aid categories created. The administrator can also edit details, by clicking Edit which is redirected to the Edit Aid Category screen.
Training Aids¶
- The administrator can manage the training aids under the this module.
- The training aids created are mapped to the training rooms of the classroom training.
- Multiple training aids can be created, edited, deleted and the details of training aids can be viewed such as Part No, Description, Created By and On for the particular training.
Example: White Board, Markers, Projectors, Operating Systems, Tables and Chairs etc.
To access training aids:
Create New Training Aids¶
To create training aids:
Note
- Category Name is mapped to the aid categories, that is selected from the dropdown list
- The Aid Property can be chosen either as permanent or rental.
o If it is rental, then Available From Date and Till Date is required.o If it is permanent, then Available From Date and Till Date not required.
- Location Name must be selected from dropdown list.
Edit, Delete and View Details of Training Aids¶
To edit training aids:
Click Edit. The Edit Training Aids screen appears with the chosen fields to be edited.
To delete training aids:
Click Delete. An alert box is displayed with the following message: “Do you want to delete the Training Aid Name?”, click Ok or Cancel.
Note
Training aids cannot be deleted, if is assigned with dependency. For example, if the training aid is mapped to the training rooms, then it cannot be deleted.
To view training aids detail:
Click Details. The Details screen appears displaying details of the training aids created. The administrator can also edit details, by clicking Edit which is redirected to the Edit Training Aids screen.
Training Types¶
- The training types module allows the administrator to broadly categorize the classroom training programs into various types.
- The training types created is mapped to the categories and new trainings of the classroom training.
- Training types can be created, edited, deleted, deactivated and the details on training types can be viewed such as Training Type, Description, Status, Created By and On of the trainings.
Example: Software, Human Resources, Marketing, Induction Trainings etc.
To access the module:
Edit, Delete and View Details of Training Type¶
To edit training type:
Click Edit. The Edit Training Types screen appears with the chosen fields to be edited.
To delete training types:
Click Delete. An alert box is displayed with the following message: “Do you want to delete the Training Type Name?”, click Ok or Cancel.
Note
Training types cannot be deleted, if is assigned with dependency. For example, if the training types are mapped to the classroom training, then it cannot be deleted.
To view training type details:
Click Details. The Details screen appears displaying details of the training type created. The administrator can also edit details, by clicking Edit which is redirected to the Edit Training Types screen.
Activate or Deactivate Training Types¶
The training types can be either activated or deactivated based on the requirements. Depending on the actions performed the training types are set as:
• Activate: The training types are listed in the drop down list, while creating the new trainings.• Deactivate: The training types are not listed in the drop down list.
To activate or deactivate training types:
Click Activate/Deactivate. An alert box is displayed with the following message: “Do you want to Activate (or) Deactivate the Training Type Name?”, click Ok or Cancel.
Action Plans¶
- The action plans are normally termed as the post training activities.
- Users can implement trainings to his/her current training project or place.
- The action plan is activated only when the current training is completed.
- The administrator has the rights to add/update the action plans for the users.
- The action plan created will be mapped to the respective training programs under the manage training module.
- Action plans can be created, edited, deleted and the details of the action plan can be viewed such as Action Plan Name, Description, Status, Created By and On for the trainings.
Example: For the Java program training, the concepts of OOPS, objects, threads are the action plans.
To access action plans:
Note
On user account, the user can review his/her action plans as a report.
Edit, Delete and View Action Plan Details¶
To edit action plans:
Click Edit. The Edit Action Plan screen appears with the chosen fields to be edited.
To delete action plans:
Click Delete. It deletes the selected action plan. A message box prompts the message: “Do you want to delete action plan Action Plan_Name?” click Ok or Cancel.
Note
Action plans cannot be deleted, if is assigned with dependency. For example, if the action plans is mapped to the classroom trainings, then it cannot be deleted.
To view action plan details:
Click Details. The Details screen appears displaying details of the action plans created. The administrator can also edit details, by clicking Edit which is redirected to the Edit Action Plan screen.
Deactivate Action Plan¶
The action plan can be either activated or deactivated based on the requirements. Depending on the actions performed, the action plan is set as:
• Activate: The action plan will be listed in the drop down list, while creating the new trainings.• Deactivate: The action plan will not be listed in the drop down list.
To deactivate action plan:
Click Deactivate. It deactivates the selected action plan. A message box prompts the message: “Do you want to deactivate Action Plan_Name?” click Ok or Cancel.
Manage Internal Trainers¶
- Th internal trainers module maintains a list of internal trainers assigned to the classroom trainings.
- The internal trainers allocated are listed in the dropdown list during classroom training instances creation.
- Internal trainers can be created, edited, deleted and the details on trainers can be viewed such as Trainer Name, Created By and On of the trainings.
To access internal trainers:
Add New Trainer¶
To add internal trainers:
Note
- The trainer name can be selected from the drop down list.
- The maximum limit of characters allowed for the description is 255 characters.
Edit, Delete and View Trainers Details¶
To edit trainers:
Click Edit. The Edit Trainers screen appears with the chosen fields to be edited.
To delete trainers:
Click Delete. An alert box is displayed with the following message “Do you want to delete the Trainer Name?”, click Ok or Cancel.
Note
Internal trainers cannot be deleted if it is assigned with dependency. For example, if the internal trainer is mapped to a classroom training, then it cannot be deleted.
To view trainer details:
Click Details. The Details screen appears displaying details of the internal trainers created. The administrator can also edit details, by clicking Edit which is redirected to the Edit Trainers screen.
Import Internal Trainers¶
The internal trainers can be imported in bulk. Refer Bulk Uploading Process under Import Bulk Users.
Manage External Trainers¶
- The administrator can create the external trainers and map it to the vendors.
- The external trainer is allocated to a particular classroom training which is listed in the drop down list at the time of instances creation.
- External trainers can be created, edited, deleted and the details on external trainers can be viewed such as Trainer Name, Vendor Name, Created By and On of the trainings.
To access external trainers:
Add New External Trainer¶
To add external trainer:
Note
- The trainer name maximum character size limit is 100.
- The Descriptions field maximum character size limit is 255.
- The Vendor Company can be selected from the dropdown list.
Edit, Delete and View External Trainers Details¶
To edit trainers:
Click Edit. The Edit Trainers screen appears with the chosen fields to be edited.
To delete trainers:
Click Delete. An alert message box prompts the message: “Do you want to delete the External Trainer Name?”, click Ok or Cancel.
Note
External trainers cannot be deleted, if is assigned with dependency. For example, if the external trainer is mapped to the classroom trainings, then it cannot be deleted.
To view trainers details:
Click Details. The Details screen appears displaying details of the external trainers created. The administrator can also edit details, by clicking Edit which is redirected to the Edit Trainers screen.
Import External Trainer¶
The external trainers can be imported in bulk. Refer Bulk Uploading Process under Import Bulk Users.
Manage Vendors¶
- The manage vendors module helps the administrator to maintain a list of vendors.
- A new vendor created is mapped to the external trainer.
- The vendors can be created, edited, deleted and the details of vendors can be viewed such as Vendor Name, Vendor Code, Email ID, Created By/On of the trainings.
To access vendors:
Edit, Delete and View Vendor Details¶
To edit vendors:
Click Edit. The Edit Vendor screen appears with the chosen fields to be edited.
To delete vendors:
Click Delete. An alert message box prompts the message: “Do you want to delete the Vendor Name?”, click Ok or Cancel.
To view vendor details:
Click Details. The Details screen appears displaying details of the vendors created. The administrator can also edit details, by clicking Edit which is redirected to the Edit Vendor screen.
Uploading Proposals¶
The administrator maintains vendor proposals by archiving it for any future references.
The proposals are maintained by uploading it to the LMS.
The proposals of type PDF/ Word document must be uploded.
To upload proposal:
Note
The proposals are archived only for the administrators’ reference.
Layouts¶
- The administrator can manage the classroom layout for the training rooms under this module.
- The layout created is mapped to the training rooms and sessions of the classroom training.
- Multiple layouts can be created, edited, deleted and the details on layouts can be viewed such as Layout Name, Description, Created By and On of the particular trainings.
Example: Video Conference Room, Training Room, U-shape Layout, Cluster Layout, etc.
To access layout:
Edit, Delete and View Details of Layout¶
To edit layout:
Click Edit. The Edit Layout screen appears with the chosen fields to be edited.
To delete layout:
Click Delete. An alert box is displayed with the following message: “Do you want to delete the Layout Name?”, click Ok or Cancel.
Note
Layouts cannot be deleted, if it is assigned with dependency. For example, if the layouts are mapped to the training rooms, then it cannot be deleted.
To view layout details:
Click Details. The Details screen appears displaying details of the layouts created. The admin can also edit details, by clicking Edit which is redirected to the Edit Layout screen.
Training Rooms¶
- The administrator manages the repository of the training rooms under this module.
- The training rooms are mapped to the layouts, locations and training aids of the classroom training.
- Training rooms can be created, edited, deleted and the details on training rooms can be viewed such as Room Name, Description, Capacity, Created By and On of the particular trainings.
Example: Conference Room, Lab Room, Induction Room etc.
To access training rooms:
Create New Training Rooms¶
To create training rooms:
Note
- The Venue Type is of 2 types and is selected from the drop down list:
- o Internalo External
The Location Name is selected from the drop down list and is mapped to the locations of the classroom trainings.
The Layout is selected from the drop down list and is mapped to the layouts of the classroom trainings.
The Fixed Aids are mapped to the training aids based on the selected location.
Edit, Delete and View Details of Training Room¶
To edit training room:
Click Edit. The Edit Training Room screen appears with the chosen fields to be edited.
To delete training room:
Click Delete. An alert box is displayed with the following message: “Do you want to delete the Training Room?”, click Ok or Cancel.
Note
Training Room cannot be deleted, if is assigned with dependency. For example, if the training room is mapped to the layouts, then it cannot be deleted.
To view training room details:
Click Details. The Details screen appears displaying details of the training rooms created. The administrator can also edit details, by clicking Edit which is redirected to the Edit Training Room screen.
Utilization Reports¶
- The utilization report generates the training room usage report based on the number of hours used per day and by applying start date & time - end date & time as the filter.
- The total usage percentage is calculated based on the total hours used + cost/hour.
Training Holidays¶
The training holidays can be created, edited, deleted and the details of the training holidays can be viewed such as Holiday Name, Locations, Created By and On of the respective classroom trainings.
To access training holidays:
Edit, Delete and View Training Holiday Details¶
To edit training holidays:
Click Edit. The Edit Holiday screen appears with the chosen fields to be edited.
To delete training holidays:
Click Delete. A message box prompts the message: “Do you want to delete the holiday Holiday_Name?”, click Ok or Cancel.
To view training holiday details:
Click Details. The Details screen appears displaying details of the training holidays created. The administrator can also edit details, by clicking Edit which will be redirected to the Edit Holiday screen.
Sessions¶
- The administrator can create sessions and map it to the respective classroom trainings, which is reflected during creation of new trainings under manage training module.
- Multiple sessions can be mapped to the single classroom trainings.
- The session can be created, edited, deleted and view details on session such as Session Name, Description, Created By and On for the trainings.
To access session:
Create New Sessions¶
To create sessions:
Note
- The Session Name maximum character size limit is 100.
- The Description field maximum character size limit is 255.
- The Duration is in hh:mm format.
- The Room Layout is mapped to the layout of classroom training.
- E-Learning option when checked display list of mapped e-learning resources like SCORM 1.2, AICC, Experience API, Assessments, Document, URL and Video.
Edit, Delete and View Session Details¶
To edit session:
Click Edit. The Edit Sessions screen appears with the chosen fields to be edited.
To delete session:
Click Delete. A message box prompts the message: “Do you want to delete the Session_Name?”, click Ok or Cancel.
To view session details:
Click Details. The Details screen appears displaying details of the sessions created. The administrator can also edit details, by clicking Edit which will be redirected to the Edit Sessions screen.
Departments¶
- The department is a division of an organization that deals with a specific area of activity.
- In LMS, the department is mapped to the new users at the time of creation.
- Departments are created, edited, deleted and details on the departments can be viewed such as Name, Created By, Created On of the classroom trainings.
Example: Information Technology, Human Resources, Marketing & Sales etc.
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To access departments:
Edit, Delete and View Department Details¶
To edit department:
Click Edit. The Edit Departments screen appears with the chosen fields to be edited.
To delete department:
Click Delete. An alert box is displayed with the following message: “Do you want to delete the Department <subject_name>??” click Ok or Cancel.
Note
Departments cannot be deleted if is assigned with dependency. For example, if the department is mapped to the users and is in use, then it cannot be deleted.
To display details of department:
Click Details. The Details screen appears displaying details of the selected department. The screen also provides the option to Edit the details when required.
Categories¶
- The categories are created by the administrator, to manage the general categories that are mapped to both the classroom trainings and e-learning resources.
- Categories are created, edited, deleted and details on categories can be viewed such as Parent Category, Name, Description, Created By and On for the trainings or resources.
Example: Distance Education, General Category, Online Category, Soft Skills etc.
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To access categories:
Create New Categories¶
To create categories:
Note
- The Sub-Category maximum character field size limit is 100.
- The Who and Duration field maximum character size limit is 250.
- The Qualification and Description field maximum character size limit is 4000.
- Image can be uploaded with the preferable file size as 144 x 144.
Important
- If Category is not selected, the subcategory becomes the category.
- The Training Type is mapped to the classroom training type.
Edit, Delete and Details of Categories¶
To edit categories:
Click Edit. The Edit Category screen appears with the chosen fields to be edited.
To delete categories:
Click Delete. An alert box is displayed with the following message: “Do you want to delete the category Cat_Name?”, click Ok or Cancel.
Note
Category cannot be deleted if is assigned with dependencies, i.e., if the category is already mapped to the classroom trainings or online resources, it cannot be deleted.
To view categories details:
Click Details. The Details screen appears displaying details on categories created. The administrator can also edit details, by clicking Edit that redirects to the Edit Category screen.
Manage Training¶
Manage Trainings¶
- The administrator can create classroom trainings using all the mentioned pre-requisites such as locations, aid categories, training aids, training types, action plans, manage internal trainers, manage external trainers, layouts, training rooms, training holidays, sessions and import bulk feedback.
- The trainings can be created, edited, cancelled, deleted, can view training details and manage the competency.
To access trainings:
Steps to create the classroom trainings:
- Step 1: Create new classroom training.
- Step 2: Create new training instances.
- Step 3: Publish the newly created training instances to the respective user groups.
- Step 4: Take users attendance.
- Step 5: Give feedbacks.
- Step 6: Fill the action plan details.
Create New Training¶
To create training:
Note
- Pick the sessions and action plans: Action plans, single or multiple sessions is assigned to the training program.
- The training type, category, action plan, pre-post assessment and certificate fields are not mandatory.
- The Pre-Post assessments list 3 types of feedbacks:
o Training Feedbacko Trainer Feedbacko Participant Feedback
- Email notification is sent to the users for the pre-post assessments and feedbacks attached to the classroom training.
- The Training type lists and filters all the categories under particular training type and when not selected the categories are global.
- The pre-work, feedback and request approval is optional.
- The request approval when checked the request is private and is sent to the administrator for approval.
Cancel Training Nominations¶
- The nominated users can cancel the training nomination for a particular training program.
- The nomination can be cancelled before the set Cancel Before date or time.
- When training is cancelled, it will be listed again under Available Training tab on user’s account for future enrollments.
- If the user tries to cancel the training nomination after the expired date or time, a warning message is displayed as: “Cancel before date for this training has expired”.
- If the user needs to cancel the nominations for the request approval trainings, a request must be sent to the reporting manager for the approval or rejection.
Edit Training¶
To edit training:
- Click Edit
. The Edit Training Name screen appears with the chosen fields to be edited.
- The training details can be edited, if no instance is created for that particular training.
- The training details cannot be edited when the instance starts or it displays a warning message as: ”Training cannot be edited because it has been already started”.
Delete Training¶
To delete the training:
- Click Delete
, to delete the trainings.
- Trainings can be deleted only after deleting every instance in a particular training.
- An alert box is displayed with the following message: “Do you want to delete the training Training_Name?” click Ok or Cancel.
- If trying to delete training programs with instances, a warning message is displayed: “Cannot delete! Training is in use”.
Cancel Training¶
To cancel the training:
- Click Cancel
, to cancel the trainings.
- Training can be cancelled only by cancelling all the instances in a particular training.
- A pop-up Cancel Training screen appears with the reason for cancellation of the training.
Pending Attendance¶
- The pending attendance displays, lists of all the pending users attendances to be taken by the administrator enrolled for the classroom trainings.
- Refer Pending Attendance under Trainer.
Single Import and Bulk Import Classroom Trainings¶
To import training:
- Click Import | Bulk Import to upload classroom trainings. The Import Training screen appears to upload classroom trainings via .csv file.
- The .csv file size should be less than or equal to 4MB. Refer Bulk Uploading Process under Import Bulk Users.
Note
Edit Properties¶
- To access:
- Click Edit Properties. The Edit Training screen appears with the chosen fields to be edited.
The training name, sessions and the feedbacks, if attached to the respective classroom trainings it cannot be edited after the training session starts and also before the training session ends.
The feedbacks, action plans or the descriptions is added after the training session is completed.
The feedbacks cannot be edited/changed, if it is already attached to the classroom trainings. It can only be edited if the trainings does not have any feedbacks.
The certificate attached to the trainings is downloaded by default after completion.
- The certificate can also be downloaded by giving conditions like:
- 1. Download certificate after taking user attendance.2. Download certificate after completing the pre-assessments.3. Download certificate after completing the post-assessments.4. Download certificate after giving the feedbacks.5. Download certificate after completing the action plans.
The administrator must check either of the download certificate condition or all the certificate conditions depending on the requirement. Based on the applied conditions the certificate is downloaded at the user-end.
Manage Pre-Work¶
- Manage pre-work allows administrators to upload the resources of type Documents, URL, AICC, SCORM 1.2, Experience API, Feedback and Assessments.
- The resources are published to user groups and are available in the respective user accounts.
- The users can access & play the resources and also can upload single or multiple resources.
- The resources uploaded by users are sent for approval or rejection to the reporting manager.
To access:
Manage Competency¶
- The competencies created under respective categories are mapped to the classroom trainings.
- The trainings created are assigned with competencies, that are added from Not Linked Competencies to Linked Competencies.
- On user account, all the added competencies can be accessed by the users during classroom trainings.
To access:
Uploading Reference Materials¶
- The administrator can upload the reference materials for the respective classroom trainings.
- These reference materials can be accessed by the users after administrator takes the attendance.
- The reference materials cannot be downloaded, if the user does not attend the training i.e. is absent or the administrator does not take the attendance.
To access:
Request Approval Type Classroom Trainings¶

- Trainings with request approvals are normally termed as private trainings which require approval from reporting manager or administrator for the users to attend the trainings.
Note
The reporting manager is also an administrator who has the rights to approve/reject requests for online resources and programs.
- The process of accessing private trainings is similar to the normal trainings:
o Step 1: Create new trainings with request approval.o Step 2: Create new instances.o Step 3: Publish trainings to the user groups.o Step 4: Request approval is sent to the reporting manager or administrator.- On the reporting manager’s account, request approval trainings are listed under My Approvals tab.- The reporting manager or administrator receives mail on the same.- To approve: ClickClassroom > My Approvals. The My Approvals screen appears displaying, a list of users and trainings to be approved or rejected.
- If the training request is approved by the reporting manager, it appears in respective users account under My Training list, from where the user can access the trainings.- If the user is not assigned to a reporting manager, then the administrator must assign it by updating the user’s reporting manager detail under Users > Manage Users >Edit.
- The request approval trainings published, are also available for the reporting manager as he/she is also a user.o Step 6: Take users attendance.o Step 7: Give the feedbacks.o Step 8: Fill the action plan details.
Create New Instances¶
When new training is created new instance are also created. Single classroom training can have multiple instances and single instance, can have multiple sessions. The session timings can include either actual session duration + break duration or only actual session duration for a single training instance. Single session timings can be broken down into multiple session timings. Training instances can be created, edited, cancel, deleted, publish training instances to the users, take user attendance, view feedbacks and session details, set reminders for the training, calculate the costs and reschedule the training instances.
To access instances:
To create instances:
Note
- Maximum participants must be less than or equal to the training room capacity.
- Last date of nomination and Cancel Before date & time must be greater than session timings.
- A single instance, can have multiple class sessions.
- The instance created is assigned to either internal or external trainer. The external trainer will receive mail notification for the assigned training instances with the blog details.
- Mail notifications is sent to the users and marking an copy (cc) to the reporting manager/ supervisor on self-enrollment of training instance, re-scheduling of trainings and on cancellation of training instances.
Adds multiple sessions to single instance and
removes sessions from a particular instances.
Details of Training Instances¶
Edit, Delete and Cancel Training Instances¶
To edit training instances:
• Click Edit. The Edit Training Instances screen appears with the chosen fields to be edited.
• The training instances can be edited, only before the training instance starts. Once the training instance is started it cannot be edited or a warning message is displayed as “Cannot edit! Instance is in use”.To delete training instances:
• Training instances can be deleted before the training is published to users.• Click Delete.
• If trying to delete trainings after publishing it to users a warning message is displayed as ”Cannot delete! Instance is in use”.• On deleting the instance, the record of the particular training instance is deleted permanently from the DB.To cancel training instances:
• Training instances can be cancelled before it is published to the users.• Click Cancel. A pop-up screen appears with the reason for instance cancellation.• On cancelling the training instance, only the details of the particular training instance, the record is deleted from the DB.• The training instances cannot be cancelled after instance starts and attendance is taken: Once instance is started and the attendance already taken training instances cannot be cancelled. It displays an error message as “Attendance already taken! Cannot delete instances”.
User Details and Status Types¶
The user detail displays list of nominated users and their status, assigned to the particular training instances.
The classroom training user status can be any one of the following:
1. Enrolled: The user confirms to attend the training.2. On Waiting List: The user confirmation is in queue for the particular training.3. Pending Approval: The reporting manager does not approve the training program.4. Rejected: The reporting manager rejects the users request for the training program.Click Users > User Details screen appears with the current user details within the particular training instance.
- To add Adhoc Users:
o Click Add, to add users from the common business unit.o The multiple users can be added to the same training only if the users are not registered and the time for registration is not expired.o If the users are added for the request approval type trainings, then it bypasses the rule of approval from the reporting manager or administrator and are listed directly under My Training tab.Note
- The details of users do not appear when the training instance is completed.
- The administrator can also cancel the training nominations of any enrolled users.
Reminder Settings¶
- Reminders can be set at the instance level of the classroom trainings.
- The reminder settings will be local to that particular training instance.
To set reminder:
Click Reminder Settings. It is redirected to reminder settings screen.
Note
- Refer edit properties under reminder settings to set the training instances reminders.
- Respective reminder mails will be triggered for the users.
Reschedule Training Instances¶
- The classroom training instances can be rescheduled at any time.
- Training’s for which the attendance already taken cannot be rescheduled.
To access:
Calculate Cost¶
- Every classroom training’s instance cost is calculated by adding Training Cost, Participant Cost, Trainer Cost and Other Costs.
- The Room Cost, Trainer Cost and Total Cost is calculated automatically by default.
- The training cost is available to the enrolled users under
Classroom > Training Cost.
- This details screen display the costs on the trainings enrolled and present by the user, against the trainings the user has enrolled and is absent.
To calculate instance cost:
Import Training Instances¶
To import instances:
• Click Import to upload training instances. The Import Instance screen appears to upload training instances via .csv file.• The .csv file size should be less than or equal to 4MB. Refer Bulk Uploading Process under Import Bulk Users.
Publish Training¶
- The new instances created for a particular training is published to the user groups.
- On user account, the published training will be displayed under Available Trainings tab, from where the users must add the trainings to his/her training plan.
- Once the training is added, it will then list under My Trainings tab, from where the users must self-nominate and attend the training.
To publish trainings:
- Click Publish. It is redirected to Training Name <sample_name> screen.
- The administrator must select and add the user group(s) from Not Published list to the Published list.
- Click
(or)
to add the training(s) to the selected user group(s).
Note
o The screen displays details like the Total Goup Users, Total Availability, Total Enrolled Users and Current Availability.- Total Group Users lists the total number of users from the selected group(s).- Total Availability lists maximum available nominations.- Total Enrolled Users list number of confirmed users.- Current Availability lists latest nominations that are in use.- To assign a single user or multiple users to the training, check the Select All option.- To assign users randomly to the training, check the Automatic Process option.* The users are randomly assigned to the training depending on the current availability count.* The next set of users (Maximum Nominations * 2) is in the waiting list.* Finally, the remaining users are assigned to the next set of training instances.o Click.
o After adding the training(s) to the user group(s), it appears directly under Classroom > Training > My Training tab at user account.o The request approval type training(s) are also listed under My Training tab. On approval from the reporting manager/administrator the users are enrolled for the trainings.o The users and the respective training log details will be listed in the Audit Logs.
Take User Attendance¶
- The take attendance screen displays list of enrolled users for the particular classroom training.
- When the training session starts, the administrator/ trainer must take the attendance of the users for the classroom training.
- Once attendance is taken the respective training cannot be cancelled.
Note
The attendance of users is always taken based on the number of iterations.
To take user attendance:
View Attendance Details¶
The view attendance details, display information’s of users who attended and present for the classroom trainings.
To view attendance details:
Session Details¶
The session details display information’s on particular classroom training such as the session name, sessions date & time, session trainer, room layout used for the particular classroom trainings.
To view session details:
Give Training Feedbacks¶
View Trainers Feedback¶
The trainers feedback screen displays the feedback report on the trainers.
To view trainer’s feedback:
View Training Feedback¶
• The training feedback displays, the report on feedbacks given by the users on the respective classroom trainings conducted.• This training feedback report can be exported to the Excel in the .csv file format.
To view training feedback:
Import Bulk Feedback¶
- The administrator can import training feedbacks in a bulk for a particular classroom training.
- The administrator can filter the feedbacks by selecting the training name, feedback type and the respective trainer name from the dropdown list by following the Bulk Uploading Process as shown under Import Bulk Users.
To import bulk feedback:
Accessing the Classroom Trainings¶
The trainings tab displays list of classroom trainings allocated to the users.
The users can attend the trainings by adding it to his/her training plan.
The trainings tab is available to all the users such as root administrator, administrators, system administrator, reporting manager, trainers and learners.
The classroom trainings assigned to the users are available at
Classroom > Trainings tab under the menu bar, which displays list of allocated classroom trainings.
Classroom trainings can be classified into 2 types:
I. General trainingsII. Request approval trainingsTo access training:
Click
Classroom > click Trainings. The Classroom screen consists of the following four modules:
1. My Training2. Available Training3. Team Trainings4. Company TrainingsThe administrator can view the training details in 2 ways:
Note
Classroom trainings can be filtered based on the categories that are selected from dropdown lists.
Available Training¶
The available training tab displays a list of classroom trainings published to the users.
The trainings available are viewed as either List or Calendar based on month, week or day.
The users must click
, to add the respective trainings to the training plan.
Note
If the training is of request approval type, then a request is sent to the reporting manager/administrator for the training approval.
The added trainings will be listed under My Trainings tab.
Note
The request approval type trainings once approved will be listed under this tab.
This tab is available to all the users such as super administrator, administrator, system administrator, reporting manager, trainer and learners.
To access available training:
To add training:
My Training¶
- The user nominates to the training by adding it from Available Trainings tab to My Training tab.
- The My Training tab lists users enrolled and ready to attend the trainings.
- The trainings available are viewed as either List or Calendar based on month, week or day.
- The trainings can be filtered based on categories.
- This is available to all users such as super administrator, administrator, system administrator, reporting manager, trainer and learners.
To access my training:
Click My Training tab > Calendar View | List View.
The trainings listed are divided into 6 states:

- When the user completes training program the users must provide the following details listed under the List View tab:
-: The user must provide feedbacks on trainers, trainings and can view participant’s feedback.
-: Users not attending the trainings can cancel the training nominations.
-: It displays WebEx session details for the users.
-: Users can download the course completion certificate for SCORM, AICC, xAPI courses and the classroom trainings.
-: Users must provide response to the attached action plan task for the classroom trainings.
* To provide response to the action plan task, click Review link.* The following Action Plan Details screen appears as shown below.* The user must provide action plan response as a comment and submit it to the reporting manager for the review.* The reporting manager reviews the response and sends it back to the user.-: It allows users to upload the pre-work resources and also displays any resources uploaded by the administrator.
-:
o Pre-test Assessments: The pre-test can be accessed before the training starts.o Post-test Assessments: The post-test can be accessed after the training is completed.Note
The assessment test correct answers are displayed only at the end of the post-test assessments.
-: Users can participate in discussion forums on the classroom trainings and the post replies.
-: Users can download the reference materials related to the classroom training.
Note
- The pre-work resources, Assessment and Discussion tabs appears before the training starts.
- The user will receive mail notifications for the pre-post assessments/ feedbacks attached as a text link to the training.

Team Trainings¶
- The team trainings tab, is displayed only for reporting manager and administrator who can also play the role of a reporting manager, but this tab does not display for the trainers and learners.
- It displays respective training programs published to all its reportees.
- The confirmed user’s training details under particular training program along with their user status are displayed.
- If any of the confirmed users does not report to their reporting manager, then such user’s training details will not available to the reporting manager.
Note
Refer to Types of User Status for further informations.
To access team trainings:
Company Trainings¶
- The company trainings tab, displays entire training programs conducted by the company in the current month.
- The non-nominated users can nominate themselves by adding the training programs to his/her training plan.
- This tab is available to all the users such as super administrator, administrator, system administrator, reporting manager, trainer and learners.
To access company trainings:
My Action Plans¶
- The newly assigned action plan tasks by the reporting manager will be listed under this tab.
- The user must provide response to the assigned action plan task.
Note
A mail notification is sent to the reporting manager on the completed action plan task.
- The action plan task response details is sent to the reporting manager/ supervisor for the review.
- The reporting manager reviews the response and sends it back to the user.
To provide action plan task response:
My Training Cost¶
- The training cost displays the total cost on each classroom trainings enrolled by the user.
- The training cost screen displays the cost details for the attended and not-attended classroom trainings by the user.
To access training cost:
My Approvals¶
- Every reportees classroom training request is displayed under My Approvals tab.
- The approval level depends on the tenant settings.
- LMS supports two-level of approvals under each business units.
- Only the administrator and reporting managers have access to the My Approvals tab.
To view approvals:
ClickClassroom > My Approvals. The following My Approvals screen appears displaying a list of trainings to be approved or rejected by the reporting manager/administrator.

Note
- The reporting manager will receive mails regarding the request approval/rejection for the training programs from its reportees.
- The users will also receive mail when the reporting manager approves or rejects the training programs.
Direct access to Classroom Trainings¶
- The classroom trainings can be accessed directly via URL.
- For accessing the training directly, the administrator must provide unique Course Code to the newly created training.

Note
The Course Code is a unique alpha-numeric code.
The newly created training is then published to the user groups.
An email is sent to the respective users with text link, to access the trainings directly.
Example: http://learntrak.com/classroom/tw_01
- On user account:
- * The user receives the mail with a URL to launch the training directly.* On clicking the link the user will be directed to Training Details screen, from where the user must
Add the training.
* This screen displays the training details such as name, description, date and location along with the user status.* The users for whom the training is not published, onlyDetails will be available.
* The details screen displays training information such as the training name, start & end date, location, session, trainer name, room name and actions.
E-Learning¶
Introduction to E-Learning¶
E-learning is referred to as electronic learning, where the learner using technology can learn skills or process and deliver training at anyplace, anytime. It is also called as online or web-based or computer-based training. E-learning is more effective than Instructor Led Training (classroom). It can be network-based, intranet-based or internet-based, CD-ROM-based and can include text, audio, animation, video and virtual environments.
Advantages of E-Learning¶
- E-learning facilitates cost-effective learning and saves learners time.
- E-learning provides opportunities for learners to study anywhere at any time by accessing computer or internet connections.
- E-learning helps to track learners and instructors progress reports.
- E-learning allows learners to learn at their own pace by providing interactive learning modules with the aim of understanding complete process.
- E-learning allows learners to join forums, chat rooms and take online tests.
Features of Online Learning¶
- Resources: It consists of programs, assessments, feedback, survey, polls created by the administrator.
- Publishing and Assigning Program/Resources: Administrator can assign specific program/resources to users (individual/group users).
- Digital Library: It consists of learning resources shared by users.
- Approvals: It facilitates reporting manager and administrator to approve the request, raised by users for the private resources.
- Reports: It consists of various progress reports for the administrator and users.
Resources¶
The administrator can add, modify and view the resources.
The resources are of the following types:
3. Assessments4. Feedback5. Survey6. Polls

Online Courses¶
Online courses can be taken by the students at any place at any time. It does not require students and instructors to be at the same place and still interact with one another via the internet. Online courses help students to interact with the instructors on a daily basis via emails, chats and discussion forums.
The online courses are of 2 types:
• General Online Courses• Request Approval Online Courses
To access online course:
ClickAdmin > E-Learning > Resources. The following Manage Resources screen appears displaying lists of online resources.

The online courses can be any of the following types:
. AICC Compliant. SCORM Compliant. Experience API (xAPI). URL. Video. Document
1) AICC Compliant
- The Aviation Industry CBT (Computer-Based Training) Committee (AICC) is an international association of technology-based training professionals.
- The AICC develops guidelines for the development, delivery and evaluation of CBT and related training technologies. This is a standard to be followed while creating an e-learning course. This helps page-wise and score-wise tracking of the content, i.e. it can be bookmarked.
- With AICC, the application server acts like a URL for the courses present at the content server and scores are found with the AICC.
- The administrator can upload public or private AICC Compliant.
To import AICC:
Click Import AICC. The following Import AICC screen appears for AICC files to be uploaded in any of the following file type formats:
- .au files (Audio)
- .crs files
- .des files

Note
- The file upload size must be less than or equal to 30720 KB.
- A Single AICC or Multiple AICC courses can be uploaded via zip files.
- The URL is of type formats .au files, .crs files and .des files.
2) SCORM Compliant
- Sharable Content Object Reference Model (SCORM) is also a collection of standards and specifications for the web based e-learning. This helps page-wise and score-wise tracking of the content, i.e. it can be bookmarked.
- With SCORM 1.2, both the courses and contents are present at the same application server and the scores are found with the SCORM 1.2.
- The administrator can upload the public or private SCORM 1.2 compliant.
To import SCORM:
Click Import SCORM. The following Import SCORM screen appears as shown below.

Note
- The SCORM 1.2 course must be uploaded via ZIP file.
- Portable must be checked to import the SCORM 1.2 file. If not checked, then it can be done via the Edit Portable link.
The SCORM courses can be imported in 2 ways:
* Step 1: The SCORM 1.2 course content must be first uploaded to the Dropbox file folder from the user’s local folder.* Step 2: Then upload the course to the LMS.* Step 3: Finally launch the SCORM 1.2 course.

3) Experience API Compliant
- The Experience API (xAPI) is an open source API.
- It is also a type of resource where the users can play the course offline.
- The Experience API is the advanced version of SCORM and it can be played on the mobile platforms.
- The important feature of xAPI is that, it provides security and more contents.
- The administrator can upload the public or private xAPI compliant.
To add Experience API:
Click Add Experience API. The following Add Experience API screen appears with the data fields to be filled.

Note
- Launch URL: It is the course content path used to launch the XAPI course. Example: https://learntrak.s3.amazonaws.com/courses/golfxapi/index.html
- Activity ID: It is the unique Id for the particular Launch Url. Example: http://tincanapi.com/GolfExample_TCAPI
- Portable must be checked, and the Portable URL of the xAPI course ZIP file location must be given. If not checked, then it can be done using the Edit Portable link.
4) Custom Content Type Compliant
- Custom Content Type courses are of types, PPT/PDF/Word/Excel documents or URL of an internet webpage.
- With custom content type, the page-wise and score-wise tracking of the content cannot be done, i.e. it cannot be bookmarked.
- The administrator can upload the public or private custom content type compliant.
- There are 3 types of Custom Content Type (CCT) courses:
* CCT URL* CCT Document* CCT Video
To import Custom Content Type (CCT):
The Custom Content Type course can be imported in following 3 ways:
1. To add Custom Content URL:
Click Add URL. The following Add URL screen appears with the data fields to be filled.

Note
- The Launch URL, for example: http://www.google.com.
- The description field is optional (if any).
2. To add Custom Content Video:
Note
Launch URL: It is the course content path utilized to launch the video. Example: http://www.youtube.com
Poster: The video image URL path of type PNG/JPEG/GIF, etc. (or)
Upload Poster: when checked, user can upload any image of type PNG, JPEG, GIF etc from their local system.
Similar to other MP4 video’s, WebM files can be uploaded and published as a resource.
* A WebM file is an open media file format designed for the web.* On the user account, it will be listed as a video and played in the user’s local system.
3. To add Custom Content Document:
Click Add Document. The following Add Document screen appears with the data fields to be filled

Note
- Similar to other document files like PPT/PDF/Word/Excel, the .arf file can also be uploaded and published as a resource.
- .arf files is a WebEx advanced recording file. It consists of data from the recorded online meeting in the form of video data, table of contents and list of participants.
- On the user account, it will be listed as a document and downloaded to the local system.
Edit Properties¶
1. For AICC, SCORM and Experience API courses:
The administrator has the privilege to make any resources as a private resource; i.e. the user must send request to the administrator or reporting manager to access the resources.
To edit resources:
Click Edit Properties. The following Edit Resource screen appears with the relevant fields to be edited.

Note
Default Fields: Name, Descriptions, Categories, Version (type of versions supported by the courses), Height, Weight are the default fields.
Categories: Multiple categories can be selected from the dropdown list.
Durations and Expiry Date can be set and changed at any time.
- The Launch Type is of 4 types namely:
- 1. Page: The course launches in existing pages with the menu bar.2. Pop-up: The course launches as a pop-up menu.3. Full Screen: The course launches in new window without menu bar or a toolbar.4. Quick Launch: The course launches in a new tab.
a) Resource Completion Criteria
The users can select any one of the resources completion criteria from the drop down list:
- By Visiting Content: means visiting by the e-learning content
- Score: means when score is selected, the Mastery Score tab appears providing administrators with the option to enter the desired mastery score.
Mastery score is not set for the xAPI courses.
b) The Resource Item Launch Type is classified into 3 types:
- Last Launched AU/SCO: The running course can be paused at any time. The course, when re-launched it resumes from the page it was previously paused.
- First AU/SCO: Is similar to Last Launched AU/SCO, except that when the course is re-launched, it resumes from the beginning.
- None
2. For Custom Content Type (CCT) Compliant:
The assessment test, feedbacks forms and the custom content type compliant such as URL, Documents and Videos can be made as a private resource.
To edit Assessments, Feedbacks and CCT resources (URL, Documents &Videos):
Click Edit Properties. The Edit Resource screen appears with the relevant fields to be edited.

Note
- Categories are mapped to the categories.
- Request Approval when checked, the resources are private and request is sent to the administrator for the approval.
- Enabled check is optional.
Delete and Display Details of Online Courses¶
To delete online courses:
ClickDelete. It deletes the selected compliant.
Note
Resources cannot be deleted if it is assigned with dependency. For example, if resources are published to the users and have already taken the resources, then it cannot be deleted.
To display online course details:
ClickDetails. The Details screen appears displaying details regarding the online courses.
User Progress¶
To access:
Click User Progress. The following User Progress screen appears displaying progress report of the users who has taken the resources of type AICC, SCORM 1.2, Experienced API courses, Assessments and the duration of time taken.
Based on the mastery score the user status is determined as either:
- Completed:
o When the user completes the resources and achieves the mastery score. (or)o When the user visits all the pages.
- Not Completed:
o When the user does not complete the resources and do not achieve the mastery score. (or)o When the user do not visits all the pages.

Edit Content¶
The Edit Content allows the administrator to edit the resource content for the Documents, Experience API (xAPI) courses, Video and URL.
The edit content:
Click Edit Content. The Edit Resources screen appears with the Custom Content Type resources such as Document, Experience API, Video and URL to be edited by uploading a new CCT.
Is Pinned¶

When checked, on user account the resources will be listed at the top i.e. it will be displayed as the latest resources under Available Resources tab.
Edit Portable¶
For SCORM and Experience API (xAPI) courses:
- The SCORM 1.2 and Experience API (xAPI) courses are disabled while uploading, it can then be enabled by clicking portable link, under Edit Portable for SCORM 1.2 courses and Edit Content for the Experience API (xAPI) courses.
- The following Edit Probable screen for SCORM 1.2 courses and Edit Properties screen for Experience API (xAPI) courses appears, for the administrator to upload the courses.
- The URL path for the online courses is displayed in the Portable URL field.

Note
- If portable is not checked, the administrator can edit it by providing a relevant Portable URL.
- The SCORM 1.2 courses are uploaded as a ZIP file.
- The Experience API (xAPI) courses is uploaded by giving the ZIP file location URL.
Important
- The newly added online resources must be published to the individual user/group users. Refer publish resources or add programs to user groups under Group Users.
- The online resources published by the administrator will appear at user account under Available Courses tab.
- Once the resources are added, it appears under My E-Learning Resources list from where the users can add and access the resources.
- Each online course has resource completion criteria, based on which the course completion status is calculated.
Resource Completion Criteria¶
The online resource reaches the completed state based on the set completion criteria.
The course completion criteria are of 2 types:
• By visiting all pageso Not startedo In progresso Completed• By scoreso Based on a maximum scoreo Based on mastery score
Example: If 100 is a maximum score, then 70 will be the mastery score.
Formula for Status Completion:¶

Important
- The Score is achieved within the course.
- The Status reflects the current status with respect to the course.
- The general and private courses are mapped to both single user and group users.
Portable¶

- Portable is a Windows application that runs as a normal desktop application.
- The functionality of the portable in LMS, is to play the SCORM 1.2 and Experience API (xAPI) courses in offline mode (local system).
- Once the course is uploaded, it is played by downloading it locally.
- The course file plays from the local application and scores are updated by synchronizing it with the client URL.
- If the course is suspended in the middle of the process, it can be resumed from the point it was paused earlier.
- In LMS, the portable option must be checked to upload the SCORM 1.2 & Experience API courses. If the portable option is un-checked, it can be enabled by checking the portable option under edit portable and upload the course folder.
- After the course is uploaded, it is published to the user groups and is accessed by installing the portable application to the local system and finally playing the course locally.
- The courses are played much faster in portable application as compared to the online application.
- The score tracking is done offline (locally) and score synchronization is done online.
- With Experience API courses there is no time tracking limitations.
- The forget password concept is not available with portable.
- Internet not available or if it is too slow, the courses will not download and the score will not get synchronize.
- The LMS allows the portable to be enabled or disabled at the Tenant level. Depending on the enabled or disabled portable, the set Plan ID is assigned to respective tenants.

Encryption and Decryption of Course Data¶
- The courses are accessed by installing the portable application to the local system and playing the course locally.
- The user must use only Internet Explorer (IE), to install the application.
- Once installed, the user can access the course via portable application from the local system.
- The portable application is launched automatically when the system starts up every time and the application is synched based on the availability of internet.
- The portable application is installed in a unique system and for unique users only. If other users are trying to access the portable application from their system, a request must be sent to the administrator.
- The application has a password based encryption and decryption method for the course data.
- On clicking the download link, the courses are saved to the local system in a ZIP file.
- Post course download, the portable application encrypts the course data by giving the password. This encryption process is automatically performed by the portable application post course download.
- The course file and all its related support files remain in encrypted format, which in-turn avoids decryption of the course to be played onto the other systems.
- Refresh time is set for any actions performed on the portable, which will be reflected after the set time.
- The course download process, can be paused in the middle and then be resumed later. Once resumed, the course starts downloading from the point (MB) it was suspended earlier.
LMS API Token System¶
- The API token security is created to avoid anonymous users from accessing the LearnTrak application.
- When a user logs onto the portable for the first time, the server creates a token for each user as a part of the user authentication process.
- The token has the expiry time of 14 days.
- When the token expires, the user must login to the portable again and renew it for next 14 days, where it asks for the user password and the username remains the same.
Online Programs¶
- The online program module, is a collection of resources (AICC, SCORM 1.2, xAPI, URL, Documents, Videos, Assessments and Feedbacks) that are bundled together and is assigned to either single user or group users.
- The administrator can perform actions like creating the program, editing program, adding/removing the programs and viewing program details.
Procedure to create online programs:
• Step 1: Create new online program• Step 2: Add or remove resources to the programs• Step 3: Map the online programs to single user or group users
To access online programs:
ClickAdmin > E-Learning > Programs. The following Manage Programs screen appears displaying lists of programs.

Create New Program¶
- The online programs are always created with Start and End date.
- The users must complete the program within the set start and end date & time.
Note
Other online programs can also be added as the resources in the form of external pre-requisite.
To create new program:
Click Create New. The following Create Program screen appears with the respective fields to be filled.

Important

- When the Force Resources Ordering is set to ‘Yes’,vthe administrator must select and add the resources for the particular program manually.
- After adding the resources, it is published to single user or group users.
- Selected resources, can then be rearranged manually in the desired order.
- At user account, the program resources must be played in set order or else application displays a warning message.

- When the Pre-requisite is checked, it displays the list of pre-requisite programs to be selected from dropdown list.
- Resources are selected and added manually for that particular external-pre-requisite program.
- After adding the resources they are published to single user or group users.
- Selected resources can then be re-arranged manually in the desired order.
- At user account, the selected pre-requisite program must be completed first, in order to move to the next pre-requisite program.
- If the user does not complete the prerequisite program, a warning message is displayed
Edit, Delete and Details of Programs¶
To edit program:
ClickEdit. The Edit Program screen appears with the chosen fields to be edited.
To delete program:
ClickDelete. It automatically deletes the program resources.
Note
The online programs cannot be deleted, if it is assigned with the dependency. For example, if the programs are mapped to the single/group users, then those resources cannot be deleted.
To view program details:
ClickDetails. The Program Details screen appears displaying online program details
Add/Remove Resources or Programs¶
To add programs:
Click Add/Remove Resources. The following Add/Remove Resource for Program screen appears where the administrator must select the programs to be added from the Not Added Resources list at the right to the Added Resources list at the left in the screen.
To remove the resources:
Click Remove button under Added Resources list.

After adding the resources and programs, it must be published to the single user/group users.
To publish resources or programs to user groups:
Click Admin > User Groups > Manage User Groups > Add Resources |Programs. The Add Resources | Programs for the Group screen appears where the resources or programs must be selected and added to the user groups.
Important
The programs published to the user groups appear under My E-Learning Resources > Upcoming tab. The program moves from Upcoming tab to Current tab, when the program set time equals the system time.
Accessing E-Learning Courses¶
The E-Learning module displays the online resources of type Experience API, Documents, AICC, SCORM , Feedback, URL, Assessments, Videos and Online Programs for the users.
This module can be accessed, by clicking
E-Learning tab under the menu.
The e-learning tab is divided into following two sub-tabs:
- My E-Learning Courses
- Available E-Learning Courses
E-Learning resources is accessed directly under Users Dashboard > Learning Feed >
E-Learning. It is then redirected to My E-Learning Resources screen which displays lists of e-learning resources.
Online Programs:
- Online programs are collections of online resources such as Experience API, Documents, AICC, SCORM, Feedbacks, URL, Assessments and Videos that are bundled together to form a single program and are accessed within set Start and End date & time.
- The programs assigned appear under My E-Learning Resources screen > Upcoming tab, which is later listed under Current tab when the program set time equals to the server time.
Available Courses¶
The resources published to the users such as the Feedback, Document, URL, Assessments, Videos, Experience API, AICC and SCORM courses are listed under Available Courses tab.
This tab is classified into 2 sub-tabs:
- E-learning Courses: The e-learning standards AICC, SCORM and Experience API (xAPI) courses are listed under this tab.
- Other Resources: Resources like Documents, URL, Videos, Feedbacks and Assessments are listed under this tab.
Based on the categories the respective resources are displayed representing tree structure.
Each parent category can have multiple child categories.
The parent category displays total count of resources.
Note
If the parent category does not have any resources, then it will not be displayed.
To access available courses:
Click
E-Learning > Available E-Learning Courses tab. The following Available E-Learning Resources screen appears as shown below.
Select the resources to be added > click Add.
Request approval type resources requires users to send the request to the administrator or the reporting manager.
To send resources request > click Send Request.
Once resources request is approved by reporting manager the users can access it.
After resources are added from Available Courses tab, it will be listed under My E-Learning Courses tab, where the users can access the assigned courses.
My E-Learning Activity¶
- The My E-Learning courses lists both e-learning resources and online programs under Current tab.
- Click Launch to play the course.
- The online programs published are listed directly under My E-Learning Resources > Upcoming tab.
- When the programs start time equals to system time, the program moves to Current tab where the user must launch it and complete it within the set date & time of the program completion.
- To access my e-learning courses:
- Click
E-learning > My E-learning Resources tab. The E-learning Resources screen appears.
- Click
My E-Learning activity is divided into 4 tabs:
- 1. Current:
- This tab displays resources and programs that is added recently.
- It displays programs with start date & time equal to server date & time.
- Click Launch to play the course.
- The Progress checks the progress report on the current course.
- The Details display resources and programs information that is assigned to the user.

Important
- The users can take the test as the Assessments.
- Click Take Assessment.
- When the test is completed the users have the option to review the test answers.
- Click Review Answer. The following Test Name: Name_of_the_assessment_test screen appears as below.

- 2. Upcoming:
- This tab displays future programs that have start date & time greater than the current date & time.
- The programs list under Current tab when start date-time equals to the current date & time.
- The programs published will be listed under this tab at the user account.

- 3. Completed:
- The resources or programs that is completed are listed under the this tab.
- A program consisting of completed resources is also listed.
- Incomplete resources of completed program is listed, but it cannot be restored until all the resources of the program reach completed state.
- To restore programs or resources > click Launch.
- View Resources tab displays all the added resources of a particular program.
- Users can Download Certificate after completing the course.
- Users can view the Progress report of the completed course.
- Users can view Details of the competed course.

Important
Retaking the Assessments:
- Users can retake assessments that has exceeded the maximum number of allowed attempts by sending request to retake the assessments to the administrator.
- Under Current tab > click Take Assessments.
- The following Start Test screen appears, click Request for Re-attempt.
- The Request for One More Attempt pop-up screen appears to send the request to the administrator.

- 4. Elapsed:
- This tab displays all the finished programs, where the start date & time and end date & time is less than the current system date & time.
- If the user needs to retake the expired program, it can be renewed by clicking Renew Program.
- Request approval or rejection must be sent to administrator for renewal of expired programs.

Direct URL access to E-learning Resources¶
The e-learning courses can be acessed directly via URL.
For accessing the courses directly, the administrator must provide unique Course Code to the newly created e-learning courses.
To input course code:
Note
The Course Code is a unique alpha-numeric code.
The newly created e-learning course is then published to the user groups.
An email is sent to the respective users with text link, to access the courses directly.
Example: http://learntrak.com/elearning/tw_01
- On user account:
- * The user receives the mail with a URL to launch the course directly.* On clicking the link the user will be directed to E-learning Resource Details screen, from where the user must
the courses.
* This screen displays the course details such as name, resource type, course code, resource type, resource completion criteria, expired date, duration, last modified on, created on & by and the status.* The users for whom the course is not published, only the Course Details will be available.
Approvals¶
Types of Approvals¶
The approvals tab displays different types of request approvals sent by the reportees to the administrator or supervisor / reporting manager.
The approval level depends on the tenant settings.
LMS supports two-levels of approvals i.e, L1 & L2 levels under each business unit.
- For example:
- If the approval level is L1, the request is sent to the supervisor / reporting manager.
- If the approval level is L2, the request is sent to the supervisor / reporting manager and administrator.
- If the approval level is L1 and 2nd Level Manager Approval (L2) is checked simultaneously, the request is sent to the supervisor / reporting manager and on approval, the request is again sent to supervisor’s-supervisor for the final approval.
- If the approval level is L2 and 2nd Level Manager Approval (L2) is checked simultaneously, the request is first sent to the supervisor / reporting manager, on approval it is sent to supervisor’s-supervisor and again on approval, the request is finally sent to the administrator.
Email notifications is sent to users on approval/ rejection of online resources, classroom trainings, assessments, needbased trainings, pre-work resources/programs or renew programs/resources from the administrator and also mark an copy (cc) of the email to the reporting manager/ supervisor.
To access approvals:
Click
Admin > Approvals.
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There are 7 types of approvals:
Note
All the above mentioned approvals expect the Library Approval, Pre-work Approval and Assessment Request Approval, are assigned to L1 or L2 approval levels that are specific to the business units which is set at the tenant level.
Assessments Request Approval¶
- If the user needs to retake, the assessments that have exceeded the maximum number of allowed attempts, a request for reattempt must be sent to the reporting manager or administrator.
- If the request is approved by the reporting manager or administrator, the user can retake the assessments.
To access assessment requests:
Note
Show Archievs displays history of all the requests that are either approved, rejected or pending for the reporters, reporting to a particular reporting manager or the administrator.
Classroom Approval¶
- This approval lists all the classroom training request approvals, sent by the reportees under particular business unit.
- The reporting manager or administrator must approve | reject the requests.
To access training approvals:
Library Approval¶
The entire list of library resource items posted by the users is listed under Library Approval tab.
The resources are either public or private items, that must be approved | rejected by the reporting manager or administrator.
The resource items can be downloaded, by clicking View.
To access library approval:
- The approvals are based on the following scenario:
- When the user posts library resource items, an upload approval request is sent to the reporting manager or administrator.
- The reporting manager gets the mail notification and if the request is approved the user can access the library resources.
Need Based Training Approvals¶
- The needbased training requests sent by the users, are either approved or rejected by the administrator or reporting manager.
- A training approval screen appears with the request details.
To access needbased training:
The approvals are based on the following 2 scenarios:
- Scenario 1:
- When the user requests needbased training, it appears to both the reporting manager & administrator and also receives mail notification.
- Once the request is approved either by the reporting manager or administrator the request record is removed from both the accounts.
- Scenario 2:
- If the user is not grouped under any reporting manager, the request is sent directly to the administrator for the approval.
- No mail notification will be sent and the user must contact the administrator orally.
Pre-work Approval¶
- The users can upload any resources of type Documents, URL’s, Video, Audio etc.
- To upload the resources, a request must be sent for approval or rejections to the reporting manager.
- The manager can approve | reject the requests, if approved the users can access the resources.
To access pre-work resources:
Note
The request approval or rejection appears at reporting manager account and also gets mail notification.
Renew Program Approval¶
When the user needs to retake the expired programs, a request must be sent to the administrator for approval or rejection.
All these requests appear under Renew Program Approval tab for the reporting manager or administrator.
To access renew program approval:
- Click
Admin > Approval > Renew Program Approval (or)
- Click
Team > Renew Program Approval. The following Request screen appears with the request details.
- Click Program. It will re-direct to the Approve or Reject Renew Program Request screen, that allows the reporting manager or administrator to approve | reject the request.
- Click
Resource Request Approval¶
The resource request approvals are sent either to the administrator or reporting manager to approve | reject.
All the resource requests will be listed under Resource Request Approval tab.
If a reporting manager or administrator approves the requests, the users can add and play the resources (Feedbacks, Document, URL, Assessments, Videos, Experience API, AICC and SCORM 1.2) from his/her account.
To access resource request approval:
- The approvals are based on the following scenario:
- When the user sends resource request for approval or rejection, it appears at both reporting manager and administrator account.
- The reporting manager gets the mail notification and if the request is approved, either by the reporting manager or administrator the request record is removed from both the accounts.
External Qualification Measures Approval¶
- The external qualification measures (EQM) request raised by the users’ is sent to the reporting manager/ supervisor is displayed under External Qualification Measures Approval tab.
- The reporting manager/ supervisor receives mail notification regarding the EQM requests.
- The EQM requests follows two-level approval hierarchy, where the EQM approved by the reporting manager/ supervisor is again sent to head of training (HoD) for the final approval.
Note
The user will receive mail notifications regarding the approve (or) reject EQM from the reporting manager/ supervisor.
To access EQM approval:
To view EQM details:
TNI¶
Training Need Identification¶
- The Training Need Identification (TNI) is the process of providing special trainings to the users’, in-order to upgrade their skills or competencies to perform complex roles in an efficient manner.
- TNI is important to determine the types of training needed for the users’ to complete the tasks effectively and to increase the productivity of the users’ and the organization.
- In LMS, the training need identification (TNI) is created by mapping the TNI Source and TNI Period to the selected users’.
- The mapped TNI Name is displayed in the user dashboard.
- The user can then self-enroll by adding the TNI name to either classroom trainings or e-learning resources.
Steps for creating TNI:
- Step 1: Create new TNI Source.
- Step 2: Create new TNI Period.
- Step 3: Goto Import tab, and map the TNI source and period to the respective user.
- Step 4: The user must self-enroll by adding the TNI Name to either the classroom training/ external trainings/ e-learning resources.
TNI Source¶
To access TNI Source:
Edit, Delete and View Details of TNI Source¶
To edit TNI source:
ClickEdit. The Edit TNI Source screen appears with the choosen field to be edited.
To delete TNI source:
ClickDelete. It deletes the selected TNI period.
To view TNI details:
ClickDetails. The Details screen appears displaying details of the created TNI source. The administrator can also edit details, by clicking Edit which is redirected to the Edit TNI Source screen.
TNI Period¶
To access TNI Period:
Create new TNI Period¶
To create TNI Period:
Note
The Is Current option must be checked after selecting the start and end month.
Edit, Delete and View Details of TNI Period¶
To edit TNI Period:
ClickEdit. The Edit TNI Period screen appears with the choosen field to be edited.
To delete TNI source:
ClickDelete. It deletes the selected TNI period.
To view TNI details:
ClickDetails. The Details screen appears displaying details of the created TNI period. The administrator can also edit details, by clicking Edit which is redirected to the Edit TNI Period screen.
Mapping TNI to the Users¶
- The training need identification (TNI) can be accssed by mapping the TNI source and period to the selected users’.
- The mapped TNI appears at user dashboard.
- The user must then click the TNI name, to add it to either classroom trainings/ external trainings/ e-learning resources.
The TNI mapping is done as follows:
Click
Admin > TNI > Import. The following Import TNI Scource screen appears to upload the TNI source via .csv file.
Click Import to upload the .csv file.
Note
The .csv file size should be less than or equal to 4MB. Refer Bulk Uploading Process under Import Bulk Users.
On user account:
* Click the TNI Name. The following TNI Map screen appears to map either e-learning resources/ classroom trainings/ external trainings.* Select the e-learning resources/ classroom trainings/ external trainings from the dropdown list.* Click Map.* The mapped e-learning resources/ classroom trainings/ external trainings will be listed as shown below.* Click Complete Mapping.* The user can re-map classroom trainings/ external trainings/ e-learning resources by clicking.
TNI Report¶
- The TNI report generates detailed report on the training need identification published either to a individual user or group users.
- The TNI report is filtered based on TNI Period, Department and User.
- The report is exported to the Excel in .csv file format.
To access report:
External Qualification Measures¶
External Qualification Measures¶
The external qualification measures (EQM) is a type of external training provided to the users (or) employees in the organization.
Example: Advanced Trainings, Seminars or Workshops.
EQM helps users to develop their skills in the areas outside their current field and also broaden horizons which inturn boosts thier career prospectives.
In LMS, the EQM is managed by Head of Training (HoT).
The HoT is a normal user with administrator privileges, but does not belong to any business unit.
The head of training (HoT) is set at the tenant level and follows two-level approval hierarchy i.e., only one user is assigned as head of training for one tenant.
The HoT receives EQM requests from the users irrespective of the business units.
The head of training cannot be removed, but needs to transfer the HoT privileges to another user.
Procedure to access the EQM:
Step 1: The user must send the EQM request from the dashboard.
* Click View to see the details of the EQM.* Click Request button. The following Create External Qualification Measures screen appears as shown below.* Fill-in the relevant details, upload the training materials (if any) and submit the EQM form.* An EQM request is first sent to reporting manager/ supervisor for the approval.* When the reporting manager/ supervisor approves the EQM request, it is sent again to the head of training (HoT) for the final approval.* The head of training (HoT) receives the EQM request.Note
A mail notification is sent to HoT regarding the EQM request raised by the user for the approval.
Step 2: At HoT account:
* Click Approve | Reject.* The approved EQM will be displayed on the user dashboard.* The rejected EQM will not be displayed on the user dashboard and the status will be Rejected by HoT in the EQM details page.Note
The user will receive mail notifications regarding the approve (or) reject EQM from the head of training (HoT).
Step 3: To view EQM report:
Competency¶
Competency¶
Competency is a measure of possessing skills, knowledge, qualifications required by an individual or group of employees to achieve proficiency level in order to meet the company’s expectations. It helps to create a repository of the skills or competencies applicable for all the profiles across an organization. In LMS, the competencies are created under competency categories and are mapped to the respective classroom trainings and e-learning resources.
To access competency:
Click
Admin > Competency.
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Procedure to create competency:
- Step 1: Create Competency Category
- Step 2: Create Competency
- Step 3: Create Job Roles
- Step 4: Map the new competency to the Classroom Trainings/E-Learning Resources/ Job Roles.
- Step 5: Map the new Job Role to the users.
To access competency categories:
Create Competency Categories¶
To create categories:
Edit and Delete Competency Categories¶
To edit categories:
Click Edit. The Edit screen appears with the chosen fields to be edited.
To delete categories:
Click Delete. It deletes the competency categories.
Import and Export Competency Categories¶
To import categories:
- Click Import, to upload bulk competency categories. The Import Competency Category screen appears to upload bulk categories by importing .csv file.
- The .csv file size should be less than or equal to 4MB. Refer Bulk Uploading Process under Import Bulk Users.
To export categories:
Click Export, to export competency categories details to .csv file. Refer Export Users process under Export Users.
Create Competency¶
To access competency
To create competency:
Note
- The new competency created, must be mapped to the competency categories.
- It is not mandatory to map the new competency to the parent competency. If it is mapped, then the new competency becomes the child competency.
Edit and Delete Competency¶
To edit competency:
Click Edit. The Edit screen appears with the chosen fields to be edited.
To delete competency:
Click Delete. It deletes the competency.
Import and Export Competency¶
To import competency:
• Click Import, to upload bulk competency. The Import Competency screen appears to upload bulk competency by importing .csv file.• The .csv file size should be less than or equal to 4MB. Refer Bulk Uploading Process under Import Bulk Users.
To export competency:
Click Export, to export competency details to .csv file. Refer Export Users process under Export Users.
Create Competency Job Role¶
To access job role:
To create job role:
Edit and Delete Competency Job Role¶
To edit job role:
Click Edit. The Edit screen appears with the chosen fields to be edited.
To delete job role:
Click Delete. It deletes the competency job role.
Import and Export Competency Job Roles¶
To import job role:
• Click Import, to upload bulk competency job roles. The Import Job Role screen appears to upload bulk job roles by importing .csv file.• The .csv file size should be less than or equal to 4MB. Refer Bulk Uploading Process under Import Bulk Users.
To export job role:
Click Export, to export competency job roles details to .csv file. Refer export users process under Export Users
Certificates¶
Certificates¶
- Certificates are awarded to the users on completion of online courses / programs (AICC/SCORM/xAPI courses) or the classroom trainings.
- The certificate is either default or customized certificate templates.
Note
Default certificates are set at the tenant level, that can be either downloaded or sent to the users.
- The administrator sends the certificates to either single / multiple users via e-mail.
- The aim of sending certificates through mails, helps the users to access the course (or) training completion certificate anywhere at anytime.
- The mail option is used only in case of users unable to download the certificates.
For example: When the classroom training is attached to a certificate, the users can download the attached certificate on completion of the training or else the default certificate will be downloaded.
To access:
Click
Admin > Certificate.
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E-learning Resources/Programs Certificates¶
Procedure to generated e-learning resource certificates:
• Step 1: Select the online resources (AICC/SCORM/xAPI courses) from the dropdown list.• Step 2: Select a single user or bulk users to send mail (or)• Step 3: Download the certificate.Note
The dropdown list displays a list of user’s detail who have completed the course (AICC/SCORM/xAPI) successfully.
To access:
Note
Procedure to generate e-learning program certificate is similar to the e-learning resource certificate generation.
Classroom Training Certificates¶
Procedure to generate classroom training certificate:
• Step 1: Select classroom training from the dropdown list.• Step 2: Select its respective training instance.• Step 3: Select a single user or bulk users to send mail (or)• Step 4: Download the certificate.Note
The dropdown list displays a list of user’s detail who have completed the classroom training successfully.
To access:
Reports¶
Types of Reports¶
- A report is a document containing information organized in a graphical or tabular form prepared at regular or periodic basis, which is presented in oral or written format.
- Reports are necessary in keeping track of the user’s performance in the LMS, which in turn helps in making future decisions.
Example: Audit reports, workplace reports, progress reports, appraisal reports etc.
To access reports:
Click
Admin > Reports.
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LMS reports are classified into following types:
Flexi Reports¶
- The administrator can interact with the database via a web interface to create the required reports on the fly.
- This new reporting functionality combines full access to the rich variety of stored data with an extensive variety of presentation styles.
To access Flexi report:
Create New Flexi Report¶
To create report:
Note
- Report Template are lists of default templates, based on which the administrator prepares the reports.
- Default Report Templates:
- User feedback mapping
- Trainer feedback details report
- User survey report
- User details report
- Question bank details
- User login report
- Resource details report
- Survey details report
- Test user mapping
- Training course reports
- Program group
- Program user mapping
- Feedback details report
- User feedback details report
- Digital library resources report
- Test details report
- Program details
Edit Query¶
- Edit query generates reports that are filtered based on the parameters passed as a query (AND/OR) using conditions like =, ! =, and Contains operator.
- The Contains operator matches against only the specific word in the given string.
Example: Username = amit (AND/OR) > click Add.
To edit query:
To update query:
To remove query:
Click Remove. It deletes the selected query.
Schedule¶
- The flexi report is sent to the selected administrator of different business units on the scheduled basis, i.e. either daily/weekly/monthly based on the requirements.
- The scheduled reports are mailed automatically to the respective administrator based on the set date and time.
- An .csv file report is attached to the mail and sent to the respective user’s mail-ID.
Note
To schedule report:
Edit and Delete Reports¶
To edit report:
Click Edit. The Edit Report screen appears with the chosen fields to be edited.
To delete report:
Click Delete. An alert box is displayed with the following message: “Do you want to delete the report Name of the Report?” click Ok or Cancel.
View Report¶
To view report details:
Important
- Show Option:
- o Displays report that is filtered based on the selected fields.o The fields selected can also be a custom field.o The show option when used in Edit Query, it displays report based on the query passed.
:The Flexi report can be exported to the Excel in .csv file format.
Classroom Reports¶
- The classroom report displays different reports based on the classroom training activities.
- The report generated are filtered based on the trainings and its respective instances and export to the Excel in .csv file format.
To access classroom report:
Click Reports > Class Room Reports. The Class Room Reports screen appears displaying classroom training details.
The following are the different types of classroom reports:
Report Name | Description |
---|---|
Assessment Scores Report | This report displays the pre and post assessment scores and the gain (in percent). The filter would be the ILT iterations (only those with assessments) and Date range. On selecting an ILT, the list of trainees along with the assessment scores would be visible. The report is generated by selecting the appropriate training and its respective instance and can be exported to excel. |
Attendance | Depending on whether the attendance for a particular Class Room Instances. The report is generated by selecting the appropriate training and its respective instance and can be exported to excel. |
Awaiting Supervisor Approval Report | This report would display the list of trainees who are awaiting supervisory approval for an ILT. The filters would be the list of trainings. Once training has been selected, it would list out the training iterations. On further drill down it would show the list of trainees pending approval. The report is generated by selecting the appropriate training and its respective instance and can be exported to excel. |
Confirmation Vs Participation Report | Displays the details with regard to the number of confirmations as against the actual participation for a particular ILT. The filters would be the trainings and the training iterations. The report is generated by selecting the appropriate training and its respective instance and can be exported to excel. |
Final List Report | Displays the details with regard to the number of participants who have confirmed their presence for an ILT. The filters would be the training list and the training iterations. The report is generated by selecting the appropriate training and its respective instance and can be exported to excel. |
Learning Summary Report | This report displays the summary of all trainings held in a time span. This reports are generated by selecting start date & time - end date & time and can be exported to excel. |
Monthly Schedules Report | This report displays the summary of all trainings held in a month. This reports are generated by selecting the desired month of a particular year and it can be exported to excel. |
Trainer Report | This report displays details of the trainings which are assigned to the trainer. The report is generated by selecting the trainer and exporting the report to excel. |
Training Details Report | This report displays the Training details. The reports are generated by selecting the appropriate location and its respective training and can be exported to excel. |
Training Published Report | This report displays details of the trainings published to specific user groups. |
To view report details:
Approvals Report¶
- The approvals report generates reports on the Need Based Training, Classroom Training, Pre-work Request, Resources Request, Assessment Request or Renew Program Request report of users that are either rejected or approved by the L1-level administrator or reporting manager.
- Reports can be generated by selecting the appropriate report options from the drop down list.
To access approval report:
Import Logs¶
Import logs keep track of the import log file details such as import type, import filename, import status and the host details from where it was imported.
To access import logs:
Mobile Report¶
- The mobile report generates details based on the number of users accessed the LMS application via mobile.
- The report on the User Name and Last Usage Date & Time details can be exported to the Excel in .csv file format.
To access mobile report:
External Qualification Measures Report¶
- The administrator can view the detailed report on the external qualification measures (EQM) requested by the users’ across the business units.
- The details such as the training name, supervisor/HoD name, supervisor/HoD approval status is displayed.
- The EQM approval status is either approve or reject by the head of training (HoD) / reporting manager.
- This report can also be exported to the Excel in .csv format.
To access EQM report:
System¶
System Settings¶
- The system settings module is managed and accessed by the System Admin.
- This module maintains and manages the complete performance and operations of all the related modules of the LMS.
- The System Admin is responsible for setting-up and maintaining the module’s system settings like:
Email Templates¶
- An email template is a basic HTML document, which defines how the mail must be rendered to the recipient.
- The email template saves same template format, which is used every time the mail is sent to the recipient.
- The purpose of the template is to make the users get used to receiving mail on a daily, weekly or monthly basis.
To access email templates:
Different types of email templates are as follows:
ID | Actions |
---|---|
User Registration | New user account creation mail sent to the user. |
Forgot Password | Mail sent by user to reset forgotten password. |
Reset Password | Password reset mail sent to user by admin. |
Training Cancelled | Mail sent to users regarding cancellation of the training program due to a specific reason |
Training Published | Mail sent to user regarding new training plan added to the user’s training program. |
Training Request Approved | Mail sent to users regarding training program approved by his/her reporting manager. |
Training Request Rejected | Mail sent to users regarding the training program rejected by his/her reporting manager. |
Training Cancel Request Approved | Mail sent to user regarding approval of training cancellation. |
Training Cancel Request Rejected | Mail sent to user regarding rejection of training cancellation. |
Need Based Training Approval | Mail sent to user for Need Based Training approval. |
Need Based Training Request | Mail sent to admin or reporting manager for the Need Based Training request. |
Assessment Test Request | Mail sent to admin regarding test re-attempts. |
Approved Request For Private Resource | Mail sent to users regarding approval of request for the resources. |
Rejected Request For Private Resource | Mail sent to users regarding rejection of request for the resources. |
Approved Requested Renewal of Program | Mail sent to users regarding approval of program renewal. |
Rejected Requested Renewal of Program | Mail sent to users regarding rejection of program renewal. |
Pre-work Resource Approval | Mail sent to users regarding approval of pre-work resources. |
Pre-work Resource Request | Mail sent to reporting manager for pre-work resource request. |
Request Approved | Mail sent to users regarding approval of the test re-attempt. |
Request Rejected | Mail sent to users regarding the rejection of the test re-attempt. |
ILT Training Cancel Request | Mail sent to users regarding request approval for training cancellation. |
ILT Training Canceled | Mail sent to users regarding cancellation of training cancellation request. |
ILT Cancel Request To Manager | Mail sent to reporting manager regarding request for training cancellation. |
ILT Request To Manager | Mail sent to reporting manager regarding request for attending the training. |
ILT Training Request | Mail sent to reporting manager requesting classroom training. |
ILT Training Confirmed | Mail sent to users regarding confirmation of the nomination for the training program. |
Action Plan Manager Review | Mail sent to reporting manager regarding the action plan reviewed by the user. |
Action Plan Review | Mail sent to reporting manager regarding new action plan filled by user. |
Library Approval | Mail sent to users regarding approval for uploading library resources. |
ILT Waiting List | Mail sent to users regarding training nomination is in waiting list. |
ILT Waiting List Confirmed | Mail sent to users regarding training nomination waiting list confirmation. |
Notification | Mail regarding new announcements |
Renew Program Request | Mail sent to reporting manager regarding request approval for renewal of the training program. |
Report Mail | Mail regarding weekly report. |
Request For Library Approval | Mail sent to reporting manager regarding request approval for uploading library resources. |
Request For Private Resource | Mail sent to reporting manager regarding request approval for enrolling the course. |
Resource Certificate Email | Mail regarding the certificate |
Live Session Invite | Mail sent to users regarding live session schedule |
Live Session Update | Mail sent to users regarding change of live session schedule. |
ILT Pre Work Reminder | Reminder mail to upload pre-work resource for training program. |
ILT AP Setting to Review Cycle Reminder | Reminder mail to review the progress made by the user on the action plan of the training program. |
ILT AP Setting To Update Reminder | Reminder mail to fill the action plan details of the training program. |
ILT Confirmation Date Reminder | Remainder mail to reporting manager to confirm training dates from his/her team. |
ILT fill Feedback Reminder | Remainder mail to the user to fill the feedback form details. |
ILT Supervisor Request Not Approved Reminder | Reminder mail to user regarding reporting manager not reviewed the training program. |
ILT Non Updated Users Reminder | Remainder mail to users who have not updated their action plan. |
ILT Post Fill Feedback Reminder | Final remainder mail to users to fill the feedback form details. |
ILT Max Seats Reminder | Remainder mail regarding maximum seats not filled for the instance. |
ILT Program Invitation Reminder | Remainder mail to user for attending the training program. |
ILT WL Nomination Reminder | Reminder mail regarding a training program is scheduled in queue. |
ILT Trainer Removed | Mail to the trainer regarding removal as a trainer for the training program at a given session. |
ILT Designated As Trainer | Mail to trainer regarding designation as trainer for given training program. |
ILT Rescheduled For User | Mail to user regarding classroom training rescheduled. |
ILT Rescheduled For Trainer | Mail to trainer regarding classroom training session rescheduled. |
Poll Publish | Mail is sent to users of selected user groups. |
Resource Publish | Mail is sent to selected user groups to whom resources are published. |
Survey Notification | Mail is sent to users of selected user groups. |
SMS Template¶
- An SMS event notification can also be sent to the users by checking the Send SMS option.
- The default SMS message templates are integrated with the SMS gateway settings and based on the settings the messages are sent & received by the users.
To access SMS template:
Edit Template¶
WebEx Accounts¶
- WebEx is a web conferencing or a desktop sharing application that supports sharing of the PowerPoint presentation, demos or training and support services.
- WebEx requires users to be connected online via internet or mobile connections to view everything that the presenter sees and manipulates on their computer.
- The LMS uses Cisco WebEx service account providers to host and attend the trainings sessions for its users.
- Once registered, Cisco WebEx service providers provide details on the below mentioned details:
- WebEx ID
- Password
- Site Name
- Partner ID
- Site ID
To access WebEx account:
Create New WebEx Account¶
To create WebEx account:
Note
The WebEx account is currently created for managing the training sessions. For example, the WebEx training session is assigned only for 15 mins.
Host and Attend WebEx Session¶
To host session: by Admin
• A WebEx training session must be created and published to the users.• After it is published to the users the administrator must host the WebEx session.• The WebEx session can be hosted only before the set start time.• Click Session Details. The following pop-up Session Details screen appears displaying session details.• Click Host to host the WebEx session. It is redirected to the Cisco WebEx Session to participate.Example: If training session duration is set to 15 min, then the WebEx can be hosted only 15 min before the WebEx session starts.
Note
The administrator cannot host the WebEx before the set session time.
To attend session: by Users
Edit and Delete WebEx Account¶
To edit WebEx account:
Click Edit. The Edit WebEx Accounts screen appears with the chosen fields to be edited.
To delete WebEx account:
Click Delete. It deletes the WebEx account.
Certificate Templates¶
- Certificate templates help administrator to customize the templates by setting the desired height, width and positions of learner name, course name and date fields.
- The certificate can be downloaded, by the users after a course or a training is completed.
To access certificate template:
Create Certificate Template¶
To create template:
Note
- Scenario 1:
- o The certificate is the default when enabled.o The default certificate can be downloaded by the users, for both e-learning courses (SCORM 1.2, AICC, xAPI) and classroom trainings after completion.
- Scenario 2:
- o The administrator can create different certificate templates for different classroom trainings.o The customized certificate templates can be attached during creation of the trainings, which can be downloaded by the users after completion of the training.
Edit and Delete Certificate Template¶
To edit template:
Click Edit. The Edit Certificate screen appears with the chosen fields to be edited.
To delete template:
Click Delete. An alert box is displayed with the following message: “Do you want to delete the Certificate Template Name?”, click Ok or Cancel.
Audit Logs¶
The audit log is a collection of records showing details of the users who has logged in and logged out of the system, with the IP addresses and within the given time period.
The audit log report can be generated based on the Log Type, as the applied filters.
Some of the log type are as follows:
- Login Success
- Logout
- Login Failure
- Program Create Success
- Program Edited Success
- Program Failure
- Program Delete Success
- Training Course Create Success
- Training Course Edit Success
- Training Course Delete Success
To access audit logs:
To display details:
Reminder Settings¶
- Reminder settings allows the administrator to set reminders for the users to complete the pending activity like pre-works, requests not approved, give the feedbacks, update the action plans, invitations and nominations for the training programs.
- The reminder settings are normally set at a, global level or local level.
- If the administrator sets the remainder at global level; it is applicable to all the available trainings.
- When the reminder is set at local level, it is applicable only to the particular training instances.
To access reminder settings:
Different types of reminder setting as follows:
Situations | Actions |
---|---|
APSettingtoReview1Cycle1 | If the supervisor has not reviewed his/her team members updated action plan within X no of days in the first cycle, then a first reminder mail will trigger to supervisor. |
APSettingtoReview2Cycle1 | If a supervisor has not reviewed his/her team members updated action plan within X no of days in the first cycle, then a first reminder mail will trigger to supervisor. |
APSettingToUpdate1 | First reminder mail that will trigger to users who have not updated their first cycle action plan by X no of days. |
APSettingToUpdate2 | Setting reminder mail that will trigger to users who have not updated their first cycle action plan by X no of days. |
APUpdateToSupervisor | A consolidated mail will trigger to supervisor by X No of days if any of his/her team members have not updated their action plan even after the end date. |
MaxSeatReminder | A mail will trigger to admin if the nomination count does not meet maximum users count by X no of days before the training program starts. |
PostFillFeedback | A mail will trigger by X no of days after the program ends to all attended users who have not filled their feedback. |
Prework | If the users have not uploaded their pre-work resources by X no of days before the training program starts, then a reminder mail will trigger to those users. |
ProgramInvitation1 | First program invitation mail will trigger by X no of days to all confirmed users before the training program starts. |
ProgramInvitation2 | Second program invitation mail will trigger by X no of days to all confirmed users before the training program starts |
SupervisorReqNotApproved | If the supervisor has not approved his/her team members request for a private training even after X No of days post users request, then requester will get a mail. |
WaitingListNomination | A mail will trigger by X no of days before the training program starts with users who are in waiting list. |
Edit Reminder Settings¶
- To edit reminder:
Click Edit . The following Edit Reminder screen appears with the respective fields to be edited.
Important
when checked, only the respective reminder mails will be triggered for the users.
SMS Gateway Settings¶
- SMS Gateway is a mechanism for sending and receiving event notifications via SMS messages.
- SMS messages sent and received are handled by professional business SMS providers.
- The external service providers used by LearnTrak LMS are:
- Exotel
- Twilio
- Once registered, service providers provide information on:
o SIDo Tokeno From number
- Based on these parameters, the SMS is integrated with SMS gateway settings and the messages are either sent or received accordingly.

Synchronizing Application with HRMS¶
Synchronization of HRMS (Human Resource Management System) with the LMS application is done by accessing FTP (File Transfer Protocol) and locating the .csv file from the local client directory and uploading the file to LMS application.
The Mapping of HRMS is necessary to synchronize the columns of HRMS with the columns of LMS.
Synchronization of HRMS with LMS system is normally done by end of the day.
Note
Gamification¶
Gamification¶
Gamification is the process used to increase the engagement of LMS, by rewarding the users with points & badges in accomplishing the desired task. The main aim of gamification is to offer its users with the game experience without creating the actual game. The benefits of designing the gamification is to help, users experience with LMS at different levels, i.e. the levels helps users to see how they are progressing with respect to other learners.
Advantages of Gamification¶
- Gamification tasks are collections of points and some kind of rewards.
- It motivates user’s to take some actions, irrespective of winning or losing.
- Gamification is cheap and easy.
- In gamification, the game features are added without making too many changes to the actual content.
Gamification Reward Types¶
- The implementation of gamification in LMS, is to develop interest and effective interaction of users with the LMS and also to solve the problems.
- In LMS, the gamification feature can be enabled or disabled at the tenant level.
- By default, the Leaderboard lists the top 5 contenders at company level (or) it can also display the top 5 contenders at business unit level by enabling the business unit settings at tenant level.
- The gamification components such as Points, Badges & Leaderboards are used in LMS to achieve desired objectives.
- The LMS gamification supports 2 types of rewards:
1. Points2. Badges
- The points and badges are awarded to the users for accessing the Survey, Polls, Assessments and the e-learning courses like AICC & SCORM.
- The points are rewarded to the users, based on the action points achieved for accessing the Survey, Polls, Assessments, AICC and SCORM.
o Points are used to track user progress and also to unlock new levels.
- The badges are awarded to the users who has achieved the set challenges.
o Users can gain multiple badges.o Different badges are gained in achieving each action point.
- The LMS gamification levels are determined based on the user achieved action points.
- The LMS Leaderboard displays, list of the reward details of the top ranked contenders on the Main Menu Leaderboard.
o The users can access their respective Leaderboard activities under My Leaderboard and My Points.o The administrator can handle the administrative Leaderboard activities under User Leaderboard.
- The LMS supports 2 types of rewards:
- Points: Points are rewarded to the users, based on the achievements that are considered most valuable.
o Points can be used to track user progress and also to unlock new levels.o The LMS awards points to the users based on the following 9 action points:- Users are awarded points for logging into the LMS, for the first time.Note
- Administrator maintains log details for each user login to the LMS.
- Users are awarded points for logging into the LMS everyday, for at least 30 minutes.- Users are awarded points for answering all the polls.- Users are awarded points for answering all the polls, within 24 hours.- Users are awarded points for answering all the surveys.- Users are awarded points for answering all the surveys, within 24 hours.- Users are awarded points for accessing the first assigned course.Note
- Any of the courses like AICC/ SCORM (or) Assessments launched for the first time in the portal, the points are assigned.
- Points are not defined for the type of course.
- Users are awarded points on completion of each course, i.e., AICC/ SCORM (or) Assessments.- Users are awarded points on completion of the course, at the first attempt.
- Badges: Badges are awarded to the users who has achieved the desired behaviors.
o In LMS, users can gain multiple badges.o Different badges are gained for each action points.o The LMS awards users with 4 types of badges:a. Newbie: Badge is awarded to the user who has completed the courses 100%, in the first attempt.b. Achiever: Badge is awarded to the user who has completed any three courses consecutively.c. Explorer: Badge is awarded to the user who has completed any three courses 100% consecutively.d. Superstar: Badge is awarded to the user who has completed any three courses 100% consecutively, in the first attempt.
- Levels: The LMS gamification levels are determined based on the user achieved action points.
• The levels are gained based on the scored points.• The points limit is set at the tenant level.• The LMS gamification supports 5 levels, such as:L1: BeginnerL2: IntermediateL3: AdvancedL4: ProfessionalL5: Guru
LMS Leaderboard¶
- The Leaderboard provides visual display of the users state with respect to other learners. It helps users to evaluate self-performance, subjective to other users and in-turn fueling more competitiveness and deeper engagement to the LMS.
- The users by default, can see a list of all the top 5 ranked contenders across the tenant level irrespective of business unit (BU).
- If the business unit settings are enabled at tenant level, the users can see a list of top 5 contenders from the same business unit as well as from the child business units.
- The functionality of the Leaderboard in LMS gamification is classified as follows:
- Leaderboard on Main Menu:
The Leaderboard lists the reward details of the top 5 ranked contenders based on 2 conditions:
o Condition 1: The top 5 contenders achieved points & badges are displayed, based on the tenant level. (OR)o Condition 2: The top 5 contenders achieved points & badges are displayed, based on the business unit (BU) hierarchy structure.o The users who have earned maximum badges with maximum points are displayed at the top of the chart.o To access Leaderboard:Admin > User Leaderboard:
o The User Leaderboard lists, reward points scored and the badges gained by all the users at different levels at both tenant level and business unit level.o The administrator can view the top ranked users who have earned maximum badges with maximum points.o Reward details of each and every user can be filtered based on the selected action points listed in the drop down list.Dashboard Widgets: Displays short preview of the Leaderboard.
My Leaderboard: Displays the reward points scored & badges gained by the particular user at different levels.
My Points:
o It displays the reward points scored by the particular user at different levels.o Points scored by the user can be filtered based on the selected action points, listed in the drop down list.o To access my points:
Visual Reports¶
Visual Report¶
- The visual report generates eye-catching graphical user interface reports for the users, that are informative off-data from the classroom trainings, e-Learning resources and programs.
- The benefit of graphical user interface reports is to provide the users with the flexibility to view the consolidated visual progress report and the user visual reports.
- The LMS visual reports are classified into 2 types:
1. Consolidated Visual Chart Link: The consolidated progress chart link displays,o The report of all the reportees reporting to the reporting managers.o Report of the users reporting to the administrator/super admin under the same business unit.2. User Visual Chart Link: The visual chart link displays, the report of all listed reportees and the users.
- The consolidated visual chart is divided as follows:
1. E-learning Report2. Login Report3. Classroom Training Report4. Feedback Report
- The e-Learning report displays the graphical user interface report for both e-learning programs and the resources.
- The Participant Feedback report is available to the users for the particular attended classroom trainings.
- To access:
- Click Visual Report. The following Visual Progress Chart screen appears as shown below.
E-learning Progress Visual Chart¶
E-learning¶
- The E-learning chart provides quick view on the resources count based on the status of the resources for the particular user/ administrator/ reporting manager.
- The status of the any resources can be either Completed, In-Progress or Not Started.
- Users can click on respective status tabs to check for the assigned resource progression.
- The chart displays the following e-Learning activities like:
o Latest 7 day chart: Display graphical representation of e-learning resource activity starting from last 6 days to current day.o Latest 30 day chart: Display graphical representation of e-learning resource activity starting from last 29 days to current day.o Latest 12 months chart: Display graphical representation of e-learning resource activity starting from last 11 months to current month.o The e-Learning report displays, consolidated courses progress chart (completed, in-progress and not started) of the particular user.![]()
E-learning Program Chart¶
- E-learning program chart: Shows overall program progress status of the user.
- The program’s progress chart displays the following e-Learning program activities in 2 levels like:
o E-learning program: Provides quick view of the programs count of the user based on the status, i.e (completed, in-progress or not started).o Program’s resources: Display a graphical representation of a particular program’s resource status count on selecting the resource.* User must select the program from the drop down list, to view the status of the resources.o Forthcoming programs: By default, it displays a graphical representation of the programs that are added to the training plan for the next 30 days.o Forthcoming expire programs: By default, it displays a graphical representation of the programs that will expire by next 30 days.![]()
Login Report¶
- The login chart provides, graphical representation of user login to the LMS everyday.
- The My Login Report displays the following login activities of the user:
o Latest 7 day report: Display graphical representation of user login to the LMS, starting from last 6 days to current day.o Latest 30 day report: Display graphical representation of user login to the LMS, starting from last 29 days to current day by default.o Latest 12 months successful login report: Display graphical representation of successful user login’s to the LMS. Refer Scenario 1&2.o Latest 12 months failed login report: Display graphical representation of failed user login’s to the LMS. Refer Scenario 1&2.Important
Scenario 1: The chart provides login report by default, starting from last 11 months to current month.Scenario 2: User must select the year, to generate complete 1 year login report.Note
1. The monthly chart is split into week-based chart.2. User can also generate entire month & year wise chart. To display the chart, select the month & year > click View.3. Click Default, to revert to the preset settings.
Participant Feedbacks¶
- The participant feedback is available to all the users.
- The chart displays the graphical representation of the user ratings given by the trainer on a particular attended classroom trainings.
- Only once, the trainer feedback can be given by the participant for the particular trainings.
- The participant feedback report can be filtered based on the category, start date and end date.
- The trainer must take the attendance of the participant, then only the participant feedback will be displayed.
- The participant feedback must satisfy the below given 2 conditions:
I. The classroom trainings must be attached with the participant feedbacks.II. Any one of the trainers must give feedback to the participant attendance.
- The participant feedback is calculated based on the average sum of the ratings given by the trainer’s for the particular user attended trainings divided by the number of trainer’s rated.
Classroom Trainings Progress Chart¶
Training¶
- The training status report, provides the graphical representation for the instance status count on the confirmed trainings of the particular user.
- The training instances published to the user will be listed under the drop down list.
- The training instance status of the user can be any one of the following:
1. Enrolled2. Cancelled3. On Waiting List4. Pending Approval5. Rejected6. Cancel Pending Approval
Note
The cancel pending approval status, instance count will be displayed only in the Training report.
Recently Attended Trainings¶
- The training chart displays a graphical representation of the recently attended classroom trainings by a particular user for the last 30 days.
- The chart displays the complete month report of the training instance count for which the attendance is already taken.
- The entire month chart is split into the week-based chart.
Enrolled Training for Next Quarter¶
- The chart displays the upcoming 3 months classroom trainings, for which the user has already enrolled.
- Enrolled consists of the following statuses like Enrolled, Pending Approval, On Waiting List and Cancelled Pending Approval.
- By default, the chart displays a quarterly report starting from the current day to the end date of the month.
- When the user selects a particular month, the chart displays complete quarterly report starting from the first date of the month till the end date of the month.
Upcoming Registration Closure Trainings¶
- The chart displays total number of training programs, for which the registration date will expire in next 3 months.
- It displays the instance count on the number of users not nominated for the training, i.e, it lists all the trainings listed under the Available Training tab.
- By default, the chart displays a quarterly report starting from the current day to the end date of the month.
- When the user selects a particular month, the chart displays complete quarterly report starting from the first date of the month till the end date of the month.
User Settings¶
User Profile¶
The user profile provides the basic information’s like First Name, Last Name, Gender, Date of Birth, etc and also offers options to update his/her personal details.
To access profile:
Settings¶
The settings module allows the users, to set local language settings as English and local time zone as India, UK or US.
To access settings:
Change Password¶
The users can change his/her current password to a new password.
To change password:
Change Avatar¶
- Users can upload profile picture in 3 ways:
o Uploaded: Users can upload images manually.o Facebook: Users must provide a Facebook user name.o Gravatar: Users must provide a Gravatar user name.
- To access:
Additional Features¶
Polls¶
Polls are the estimations based on the public opinions.
The polls appear only between the set start date & time to end date & time.
Polls are created and assigned to the user groups.
Procedure to create polls:
* Step 1: Create polls by creating poll type questions.* Step 2: Assign to the user groups* Step 3: View poll responsesPolls are created based on 3 types of questions:
o Yes/No: Type yes/no question text. Define the correct answer. Feedbacks can be added that are displayed to users after submitting the answer.o True/False: Type true/false question text. Define the correct answer. Feedbacks can be added that are displayed to users after submitting the answer.o Multiple Choice Questions Single Answers: This option allows users to select one answer choice from a list of choices.
To access polls:
Create New Poll¶
To create poll:
Note
- The user groups lists the users under a particular group, to which the poll is mapped.
- Mail notifications are sent to all the users of the selected user groups.
Edit, Delete and View Poll Details¶
To edit poll:
Click Edit. The following Edit Poll screen appears with the chosen fields to be edited.
Note
- Others Can View Response option enabled to ‘Yes’, allows other users to view the response percentages.
- Multiple user groups can be added while editing and mail notifications can be sent to all the users under the particular groups.
To delete poll:
* Click Delete.
* The polls can be deleted based on two scenarios:
- Scenario 1: The polls can be deleted before the user participation.
- Scenario 2: The polls cannot be deleted after the user participation; i.e. if one or more users give the responses to the polls, then it cannot be deleted directly. To delete the poll, the responses must be deleted first.
To view poll details:
Click Details. The Polls Details screen appears displaying details on selected poll.
Poll Responses¶
Poll responses display, the poll percentage of the number of users participated.
To display poll responses:
Import Polls¶
The polls can also be uploaded in a bulk. Refer Steps to Import Questions under Assessments.
Participate in Polls¶
- Users can participate in polls by providing responses for the published polls.
- Polls are not available again to the user’s once the response is given.
Steps to Participate in polls:¶
* Step 1: Click Dashboard > Polls. The following Polls screen appears displaying a list of polls published.
* Step 2: Select appropriate response option.* Step 3: Click Submit.
Surveys¶
The survey is a method of collecting measurable information on the subjects based on population inputs.
The administrator can create surveys, edit survey, view survey details and publish the survey details to the user groups.
The survey created can appear at any time and do not have any start and end Date & Time.
Procedure to Create Surveys:
* Step 1: Create new survey.* Step 2: Assign survey’s to user groups.* Step 3: Create or manage the survey questions.* Step 4: View users survey usage reports.
To access the survey:
Create New Survey¶
To create survey:
Note
- The user groups list users in a particular group, to which the surveys are mapped.
- Max no. of participating user field, specifies the maximum number of users who can participate in the survey from the assigned user groups.
- After user gives response to the particular survey, it will not be available again for that particular user.
- Mail’s are sent to every users of the selected user group.
Manage Questions¶
When a new survey is created, new questions are also created for the selected survey type.
To manage survey questions:
To create survey questions:
Note
- The question types are displayed in the dropdown lists as given below:
Edit and Delete Survey Questions¶
To edit survey question:
Click Edit. The Edit Questions screen appears with the chosen fields to be edited.
Note
Multiple user groups can be added while editing and mail notifications can be sent to all the users under the particular group.
To delete survey questions:
Click Delete. An alert box is displayed with the following message: “Do you want to delete Survey Question?”, click Ok or Cancel.
Note
Survey questions cannot be deleted, if the user has already participated in the survey and given the response.
Import Survey Questions¶
The survey questions can be uploaded in a bulk. Refer Steps to Import Questions under Assessments.
Edit, Delete and View Survey Details¶
To edit survey:
Click Edit. The Edit Survey screen appears with the chosen fields to be edited.
To delete survey:
* Click Delete.
* The deletion can be done based on two scenarios:• Scenario 1: Delete Before User Participation of Survey: The survey can be deleted only before the user participations; i.e. if the user does not participate in the particular survey. The survey can be removed, by deleting all the questions under the particular survey first and then only can the survey be deleted.• Scenario 2: Delete After User Participation of Survey: The survey cannot be deleted after the user participates in the particular survey.
To view survey details:
• Displays details related to the surveys.• Click Details. The Survey Details screen appears displaying survey details.
Usage¶
The usage displays, the response percentage of the users in a particular survey conducted.
To display usage details:
To export usage report:
Click Export to Excel. The survey usage report can be exported to excel in .csv file format.
Import Survey¶
Multiple surveys can be uploaded in a bulk. Refer Bulk Uploading Process under User Groups.
Participate in Surveys¶
- Users can take part in the survey by providing responses to the survey published.
- Survey is not available again to the user’s once the response is given.
Steps to Participate in Survey:¶
* Step 1: Click Dashboard > Survey. The following Surveys screen appears displaying a list of published surveys.
* Step 2: Finally click the respecitve survey.
Assessments¶
- The assessment engine of LMS helps to create, manage and publish assessments as tests. The LMS assessment engine follows the IMS QTI standard.
- An assessment is sub-categorized into: subjects, topics and questions.
- The administrator can perform events like creating, editing and deleting the subjects, topics, questions and also evaluate the tests.
To access assessments:
ClickAdmin > Assessments.

Steps for Creating Assessments¶
The procedure for creating assessments is divided into following 3 steps:
* Step 1: Goto Manage Questions tab > Create Assessment Subjects > Create Assessment Topics > Create Assessment Questions* Step 2: Goto Manage Tests tab > Create Assessment Tests > Map Assessment Questions > Publish to Users* Step 3: Finally Evaluate Tests
Manage Questions¶
To access questions:
- Click
Admin > Assessments > Manage Questions. The following Manage Subjects screen appears displaying a list of records grouped by the Name, Description, Created By and On.
![]()
In this module, each Questions > created under > Topics > created under > Subjects.
The questions created are mapped to Manage Test > Manage Questions, where the questions are added and later published as a resource to the individual user or group users.
The types of questions created are grouped as follows:
- Yes/No: Type yes/no question text. Define the correct answer. Feedbacks can be added that will be displayed to users after submitting the answer.
- True/False: Type true/false question text. Define the correct answer. Feedbacks can be added similar to Yes/No questions.
- Descriptive Type Questions: This option allows users to type answers in a given textbox.
- Inline Blank: The options are listed in the drop down list. The users must choose the right option.
- Text Entry Blank: Is similar to fill-in-the blanks.
- Multiple Choice Questions Single Answers: This option allows users to select one answer choice from a list of choices.
- Multiple Choice Questions, Multiple Answers: This option allows users to select one or more answer choices from a list of choices.
- Simple Match: Question options at left have matching answer options on the right. Correct answers will be assigned for the questions by selecting the respective answer label from the drop down list.
- Gap Match: The question blanks must be matched to the given correct options.
Note
Administrator can create multiple questions under each topics and subjects.
Create New Subject¶
To create new subject:
To edit subject:
Click Edit. The Edit Subject screen appears with the chosen fields to be edited.
To delete subject:
Click Delete. An alert box is displayed with the following message: “Do you want to delete the Subject?”, click Ok or Cancel.
Note
Assessment subjects cannot be deleted, if it is assigned with the dependency. For example, if the assessment subjects are mapped to the assessment topics, then it cannot be deleted.
To display details of subject:
Click Details. The Subject Details screen appears displaying details of the selected subject. The screen also provides the option to Edit the details if required.
Edit, Delete and Display Details of Topics¶
To edit topic:
Click Edit. The Edit Topic screen appears with the chosen fields to be edited.
To delete topic:
Click Delete. An alert box is displayed with the following message: “Do you want to delete the Topic?”, click Ok or Cancel.
Note
Assessment topics cannot be deleted, if it is assigned with dependency. For example, if the assessment topics are mapped to the assessment questions, then it cannot be deleted.
To display details of topic:
Click Details. The Topic Details screen appears displaying the details of the selected topic. The screen also provides with the option to Edit the details if required.
Create New Questions¶
To create new questions:
• Click Questions. The following Manage Questions screen appears displaying details of types of questions.• Click Create New. It displays a list of questions to be created in the drop down list. The questions are created based on the given type of questions. Refer manage questions for different types of questions.
Edit, Delete and Display Details of Questions¶
To edit questions:
Click Edit. The Edit Questions screen appears with the chosen fields to be edited.
To delete questions:
Click Delete. An alert box is displayed with the following message: “Do you want to delete the Question?”, click Ok or Cancel.
Note
- The questions can also be deleted in the bulk, by selecting one or more questions at the same time.
- Assessment questions cannot be deleted, if it is assigned with dependency. For example, if the assessment questions are mapped to the assessment tests, then it cannot be deleted.
To display details of questions:
Click Details. The Assessment Question screen appears displaying details of the selected questions. The screen also provides with the option to Edit the details if required.
Import Questions¶
Import¶
Questions can be imported in bulk based on the question types, which is chosen from the drop down list.
To import question:
Click Import. The following Import Questions screen appears with .csv file to be uploaded.
Steps to import questions:
• Step 1: Select the question type from the drop down list.• Step 2: Download the import format (.csv file).• Step 3: Fill in the required details and save in .csv format.• Step 4: Upload the saved .csv file.

Note
- Refer types of questions under Manager Questions.
- The .csv file size should be less than or equal to 4MB.
- The duplicate .csv files cannot be imported, i.e, same files cannot be imported more than 2 times.
Import QTI¶
The QTI (Question and Test Interoperability) type of questions can be imported by uploading QTI files.
QTI file formats support only 3 types of questions namely:
- True/False: Type true/false question text. Define the correct answer. Feedbacks can be added which will be displayed to the user after submitting the answer.
- Multiple Choice Single Answer: This option allows users to select one answer choices from a list of choices
- Multiple Choice Multiple Answer: This option allows users to select one or more answer choices from a list of choices.
To import QTI:
Note
A QTI content package ZIP file or assessment item XML file can be uploaded.
Manage Test¶
- In the manage test module the administrator can create and manage the tests.
- The administrator can perform events like creating test, editing test, view test details, map assessment questions, publish tests to the users and delete tests.
To access manage tests:
Steps to Create, Manage and Publish Tests for the Users:
• Step 1: Create new test.• Step 2: Map the assessment questions.• Step 3: Finally, publish and map the assessment tests as a resource to the individual user or group users.
To create new test:¶
Click Create New. The following Create Assessment Test screen appears with the respective fields to be filled.
The new test created can be controlled by passing various parameters like:
o Restrict Duration: Users must complete the test within a set time.o Questions Mandatory: All the compulsory questions must be answered.o Shuffle Questions: Questions are displayed in a randomized order.o Shuffle Options: Answer options are displayed in the randomized order.o Enable Review: Users have the option to review the answers of the completed test.o Randomized: Test questions are presented to the user in the randomized order.![]()
Note
The Restrict duration, Questions mandatory, Shuffle questions, Shuffle options, Randomized and Enable review fields are optional.
To map questions:
- Click Manage Questions. A screen appears listing all the mapped questions that which is selected and added from Not Added Questions to Test section to Added Questions to Test section.
- Select the questions to be published > click Add.
- Finally, a new test is created which is published as a resource for the users.
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To publish tests:
To map test as resources:
Select the
Admin > User Groups. The following Manage User Groups screen appears.
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Choose the user groups to which the resources or programs must be published or added.
Click Publish Resource | Add Programs to add resource or programs. Refer publish resources or add programs to group under User Groups.
The test published appears at the selected user’s account, where the user can add and start the test.
To add users:
- Click Users to add static users, refer Process to add Static Users.
- Click Edit Query to add dynamic users, refer Process to add Dynamic Users.
Edit, Delete, View Test Details and User Progress Details¶
To edit test:
Click Edit. The Edit Assessment Test screen appears with the chosen fields to be edited.
To delete test:
Click Delete. An alert box is displayed with the following message: “Do you want to delete the Test_Name?”, click Ok or Cancel.
Note
Assessment tests cannot be deleted, if it is assigned with dependency. For example, if the assessment questions are mapped to the tests, then it cannot be deleted.
To view test details:
Click Details. The Assessment Test Details screen appears displaying details of the tests. The screen also provides with the option to Edit the details if required.
To view test user progress:
- The user progress displays, assessment progress percentage details such as the test score, the status (completed, not completed), etc for the test taken by the users.
- Click Progress. The following Test screen appears displaying assessment test progress details.
when checked, refreshes the score progress in the real time.
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Evaluate Test¶
The test evaluates only the descriptive type of questions, on a particular test attended by the users. This page displays a list of records based on Formatted Date, User Name and Test Name.

- Click Evaluate. The following Evaluate Test screen appears displaying the Question, User Answer, Maximum Marks, Negative Mark, Remarks and Scores.

- The administrator must update information on remarks & scores.
Note
On the user account, the information is viewed in the form of an updated score in Progress Report on the particular test taken.
Feedback¶
- Feedback forms can be used independently or in association with online courses/ classroom trainings.
- The administrator can perform events like creating the feedback, editing feedback, viewing feedback details and publishing the feedbacks.
- Feedback created can be integrated at both resource level and classroom training level.
- After feedback is created, it is published as a resource for the users.
- On user account, the feedback forms are added to the My Training tab.
To access feedbacks:
Click
Admin > Feedback.
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There are 3 types of feedbacks:
- Training Feedback
- Trainers Feedback
- Participant Feedback
Procedure to create feedbacks:
- Step 1: Create Feedback Answer Type.
- Step 2: Create Feedback Category.
- Step 3: Create Feedback Form.
- Step 4: Create Feedback Form Questions.
- Step 5: Feedback Answer Type and the Category is mapped to Feedback From Questions.
- Step 6: Publish Feedback Form Questions as resources to the user groups.
Feedback Answer Types¶
The feedback answer types is created with the maximum scale, ranging from 2 to 10 and then map it to the feedback forms > questions > new questions.
Feedback answer types can be created, edited, deleted and also view details on the feedback answer types.
The feedback answer types can be any of the following:
1. Yes/No: Type yes/no question text. Define the correct answer. Feedbacks can be added that are displayed to users after submitting the answer.2. True/False: Type true/false question text. Define the correct answer. Feedbacks can be added similar to Yes/No questions.3. Multiple Choice Questions Single Answers: This option allows users to select one answer choice from a list of choices.
To access feedback answer types:
Create New Answer Type¶
To create answer type:
Note
- The Answer Type field must be a string with a maximum allowed length of 36 characters.
- The MaxScale field:
- Provides a range of answer type options for the multiple choice questions single answer, at the scale 2 to 10.
- The Special Type option is used only for the descriptive type of questions.
Edit, Delete and View Answer Type Details¶
To edit answer type:
Click Edit. The Edit Answer Type screen appears with the chosen fields to be edited.
To delete answer type:
Click Delete. An alert box is displayed with the following message: “Do you want to delete the Feedback Answer Type?”, click Ok or Cancel.
Note
Answer types cannot be deleted, if it is assigned with dependency. For example, if answer types are mapped to the feedback form questions, then it cannot be deleted.
To view answer type details:
Click Details. The Details screen appears, displaying details of the answer type. The screen also provides with the option to Edit the details if required.
Feedback Category¶
- The feedbacks are classified into various categories like Training Feedback, Trainer Feedback and Participant Feedbacks.
- The feedback category created is mapped to the feedback form new questions.
- The categories can be created, edited, deleted and details on feedback categories can be viewed such as Category Code and Category Name for the trainings.
To access feedback category:
Edit, Delete and View Category Details¶
To edit feedback category:
Click Edit. The Edit Category screen appears with the chosen fields to be edited.
To delete feedback category:
Click Delete. An alert box is displayed with the following message: “Do you want to delete the Feedback Category Name of Feedback Category?” click Ok or Cancel.
Note
Feedback category cannot be deleted, if it is assigned with dependency. For example, if feedback categories are mapped to feedback form questions, then it cannot be deleted.
To view feedback category details:
Click Details. The Details screen appears, displaying details on feedback categories. The screen also provides with the option to Edit the details if required.
Feedback Form¶
- Feedback form is created based on the mapped Feedback Answer Types and Feedback Categories.
- The feedback forms can be created, edited, deleted, create feedback form questions, publish the questions as resources, view feedback reports and the details on feedback forms can be viewed as Form Code and Form Name for the trainings.
To access feedback form:
Create Feedback Form¶
To create feedback form:
Note
checked, the feedback form questions must be answered mandatorily by the users.
Create Feedback Form Questions¶
To access feedback forms questions:
To create feedback forms questions:
Note
Category Name and Answer Type fields are mapped to the feedback answer type and feedback category.
To edit feedback forms questions:
Click Edit. The Edit screen appears with the chosen fields to be edited.
To delete feedback forms questions:
Click Delete. An alert box is displayed with the following message: “Do you want to delete the question Name of the Questions?” click Ok or Cancel.
Note
Feedback form questions cannot be deleted, if it is assigned with dependency. For example, if feedback forms questions are mapped to the classroom trainings, then it cannot be deleted.
Publish Feedback Forms¶
When feedback form questions are created, it is published as resources to the users’ as an online resource feedback or as a classroom training feedback.
To publish:
Important
- After feedback form is published, it will be added as a e-learning resources.
- The e-learning resources must then be published to the user groups.
- On user accounts:
• Online resources feedback will be listed under Available Courses tab, from where the users must add and play the resources.• Classroom training feedback will be available to the users for the enrolled trainings under My Training > Feedback.
Feedback Reports¶
The feedback report displays the details of the users who has given the feedbacks irrespective of the classroom training or the online resources.
To view feedback report:
To view feedback report details:
Click Details. The Feedback Report Details screen appears displaying details on the feedback report of the respective users.
Edit, Delete and View Feedback Forms Details¶
To edit feedback forms:
Click Edit. The Edit screen appears with the chosen fields to be edited.
To delete feedback forms:
Click Delete. An alert box is displayed with the following message: “Do you want to delete the Training Type Feedback Form Name?” click Ok or Cancel.
Note
Feedback forms cannot be deleted, if it is assigned with dependency. For example, if feedback forms are published as a resource, then it cannot be deleted.
To view feedback forms details:
Click Details. The Details screen appears displaying details on feedback forms. The screen also provides with the option to Edit the details if required.
Import Feedback Form¶
Multiple feedback forms can be imported, by uploading it in a bulk. Refer Bulk Uploading Process under Import Bulk Users.
View Feedbacks¶
Click Dashboard > Feedback. The following Feedback screen appears displaying details on the feedbacks.
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FAQ¶
- The FAQ is a commonly asked questions related to a particular topic.
- FAQ’s are normally termed as single questions or multiple questions with answers.
- FAQ’s are created under categories.
- The questions and answers are created based on the categories.
- Only the System/Root Admin has the rights to manage the FAQ’s.
Procedure to create FAQ’s:
• Step 1: Create FAQ Categories• Step 2: Create FAQ Questions and Answers for the categories
To access FAQ’s:
Create New FAQ Categories¶
To create FAQ categories:
Edit and Delete FAQ¶
To edit FAQ:
Click Edit. The Edit FAQ screen appears with the chosen fields to be edited.
To delete FAQ:
Click Delete. An alert box is displayed with the following message: “Are you sure you want to delete the FAQ <The FAQ question to be deleted?>“, click Ok or Cancel.
Edit and Delete FAQ Categories¶
To edit FAQ Categories:
Click Edit. The Edit FAQ Categories screen appears with the chosen fields to be edited.
To delete FAQ Categories:
Click Delete. An alert box is displayed with the following message: “Do you want to delete the FAQ category name? “, click Ok or Cancel.
Note
To delete the FAQ categories, the entire FAQ question within the particular category must be deleted first, and then only the category can be deleted.
Announcements¶
Announcements are created by the administrator and are published to the individual user or group users.
It can be created, edited and deleted within Start Date & Time-End Date & Time.
The users of the published group will receive mail notifications.
On the user account, the announcements appear on the home page, only after the set date & time and then the impressions are calculated.
To access announcements:
Create New Announcements¶
To create new announcement:
Note
- The announcements can be mapped to more than one user group at the same time.
- Multiple announcements can also be created.
- Mail can be sent to every user of the selected user groups.
Edit and Delete Announcements¶
To edit announcement:
Click Edit. The Edit Announcement screen appears with the chosen fields to be edited.
To delete announcements:
Click Delete. It deletes the selected announcement.
Note
Announcements cannot be deleted, after the announcement date & time is set. It can only be deleted when the set date & time expires.
Impressions¶
- The impression displays number of users who have viewed the announcements.
- The total count of impression is calculated based on:
o After users views the announcement (and)o Closing announcement
- The impression percentage is calculated based on the formula:
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Example: 2 ÷ 5 × 100 = 40%
To access impressions:
View Announcements¶
- Users can view announcements that are displayed within the set date & time.
- The users can either cancel the announcements manually or it expires after the set date & time.
To view announcements:
Click on selected announcements. A pop-up page appears displaying announcement details.
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Need Based Training¶
- Users can access the needbased trainings, by sending the request to the reporting manager or administrator for the approval or rejection.
- The users can access the needbased training, if the request is approved.
To access need based training:
* Click Dashboard > Need Based Training.* Click Request. A pop-up screen appears to the need based training request.![]()
Notifications¶
- The notification displays all the latest surveys, polls, classroom training feedbacks, trainer feedbacks and needbased trainings (Adhoc) on the user home page.
- The pre/post-assessments is also displayed in the notifications, after the administrator/ trainer takes the user attendance.
To access:
Click Dashboard > Notifications.
