LMS - Zoho People's Learning Management System

Training is an essential part of an employee's journey. Training at regular intervals helps an employee refine their skills and aids in the overall growth and development of the organization. It is also an important HR function that every organization needs to facilitate. Using Zoho People's training module, both self-paced and blended learning types of training can be conducted. 

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What is LMS?

Learning Management System (LMS) in Zoho People is an online platform to facilitate different types of courses and chart out specific learning plans for your employees.

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Why is it useful?

LMS promotes continuous learning in your organization, even while your employees work remotely. A carefully designed learning plan can aid employees in their career progression.

Introduction

Self-paced learning courses allow the employee to learn at their own pace in such a way that they can move forward from one subject to the next based on how much they have understood.

Self-paced courses use files or links that are uploaded as course materials. There are no trainers involved. For example, a course on learning the basics of fire safety can be a self-paced course.

The learner can read through the course materials and watch videos that illustrate the salient aspects.

Blended learning courses, on the other hand, can have a combination of instructor-led training as well as some self-learning components.

Blended learning commonly concludes with an assessment where the learner is evaluated for successfully completing the course. For example, a course on the basics of MS Excel can be a blended learning course where there is a need for a trainer to interact, give examples, and evaluate the learners through an assessment at the end of the course.

E-Materials refer to the online manuals that you can create to instruct the employees of your organization. You can add files, links, videos, and documents, as E-Materials and let your employees access them any time. Unlike the other course types, E-Materials do not have a definite pace or completion. They can be used for knowledge sharing within your organization, or as reference materials for your employees. Notes can be added to describe and substantiate the materials shared.

Courses can be created, categorized, and published to the employees of your organization who can benefit from enrolling into them. Colleagues can suggest courses to their teammates, and managers can also enroll their reportees in courses they feel will improve their proficiency level.

The training module is also integrated with the performance module. The skill sets of an employee are taken as a basis to associate relevant courses to them. This helps managers suggest appropriate courses to their reportees and employees to opt for courses that will improve specific skills.

Glossary of terms and roles 

Self-paced learning: Type of learning where the learner moves from one subject to the next based on how much they have understood. The content can be any reading material or tutorials that do not involve a trainer.

Blended learning: A combination of classroom and self-paced online training facilitated by a trainer. Commonly concludes with an assessment. 

E-Materials: Online Manuals or reference materials to instruct employees. It does not involve course completion and no trainer is required.

Course: A set of modules on a particular subject that a learner can enroll in.

Module: A subdivision of a course, which can be made up of one or more sessions. 

Session: Subset of module where an interactive class is conducted either in a classroom or online.

Batch: Enrolled learners who are grouped together and learn together in a blended learning course. A course can have multiple batches.

File: Reference material that is given for the learner to learn from in both self-paced and blended learning courses.

Link: A website link given as reading material for the learner to read up and understand the concept or topic covered in the course.

Test: A means of assessing the learner by giving questions on the topic covered in the course. Both online and offline test features are available.

Assignment: A written task given on a topic related to the one covered in the course to gauge how much the learner has understood.

Lock/Unlock settings: Locking refers to restricting access to course entities until a specific date, or until another course entity is completed. Unlock means that it is always accessible.

Pre learning activities: These are a set of activities that are given to the learner before beginning the course.

Post learning activities: These are a set of activities that are given to the learner after completing a course.

Roles

Trainer: The facilitator of the course. Specific trainers are tagged to each session of a course.

Learner: The user who has enrolled in the course. 

Manager: The manager of the learner. The manager can also enroll the reportees into a course.

Course admin: The administrator who is responsible for a particular course.

Admin:  The administrator of the training module.

The general flow of setting up a course in LMS

First, LMS settings must be configured and customized according to the needs of the organization.

Cloning a course

If you want to create an identical course to an existing one, use the clone option under the ellipsis icon of the existing course.

  1. Select the batch from the drop-down if it is a blended learning course.
  2. Select the components you want to clone - Overview, Modules, and Members.
  3. Click Clone.

Now the cloned course will be available in the My Courses and Course Catalog space where you can rename it as per your need.

Note: When a course is cloned,  pre and post learning activities and certificate settings will also be cloned along with the Overview.

Course overview

All courses created will be listed in the course catalog, as well as the description that is given while configuring the course settings. To create modules or sessions, or to perform other related actions, click on the course and go to course overview.

Course overview for Self-paced courses

The course overview details all the different sections of the course. Here is where you will be able to create modules, add files and links, add new members, have discussions, and share feedback. Simply click on the specific course to navigate to the course overview.

Adding a module 

To publish a course, it is imperative to first create a module for your course. 

To add a new module:

  1. Click on the Module tab.
  2. Click Add Module.

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  1. Give the module a name and duration.
  2. Define the module lock settings - The module can be locked until a specific date or until another course entity is completed. Select unlocked if you don't want to lock the module.

  1. You can also add relevant files, links, and online and offline tests by clicking the + icon. All the files uploaded for the courses can be viewed under the Files tab.

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  • To add members to the course, go to the Members tab.
  • To add quick notes, go to the Notes tab. All your existing notes will also be accessible here. 
  • To begin a new discussion, go to the Discussion tab and click Start a discussion.
  • To share feedback, go to the Feedback tab. 

Importing modules from another course:

One alternative to creating new modules in a course is to import modules from another course. Follow the steps below to import modules from another course:

  1. Open a new or existing self-learning course and go to the Modules tab
  2. Click the drop-down right next to Add Module and select Import
  3. Set source type as From existing course (if you only wish to import specific entities such as files, contents or tests you can select the same using the drop-down)
  4. By default, the Duplicate the same module names option will be selected, this option duplicates the same module names from the source to the target course. (if you have previously added modules in this course, you can select the module name here to directly import to the selected module)
  5. Now select the source course 
  6. Using the checkboxes, select the module and the entities within to precisely specify what is to be imported
  7. Click Import

Course overview for Blended learning courses

Adding a module 

Once a batch or multiple batches have been created, it is imperative to create a module for your course or import modules from another course

Follow the steps below to add a new module for a Blended learning course:

  1. Click Add Module.
  2. Give a name and duration.

  1. Select the Module Lock settings. - The module can be locked until a specific date or until another course entity is completed. Select unlocked if you don't want to lock the module.

  1. You can also add relevant files, links, sessions, assignments, and tests by clicking the + icon. All the files uploaded for the courses can be viewed under the Files tab.
  • To add members to the course, go to the Members tab.
  • To add quick notes, go to the Notes tab. All your existing notes will also be accessible here. 
  • To begin a new discussion, go to the Discussion tab and click Start a discussion.
  • To share feedback, go to the Feedback tab. 

Instead of adding modules and content, there is an option to import as well

Importing modules from another course:

Follow the steps below to import modules from another course: (Batch must be created first before the module can be added or imported)

  1. Open a new or existing self-learning course and go to the Modules tab
  2. Click the drop-down right next to Add Module and select Import
  3. Set source type as From existing course (if you only wish to import specific entities such as files, contents or tests you can select the same using the drop-down)
  4. By default, the Duplicate the same module names option will be selected, this option duplicates the same module names from the source to the target course. (if you have previously added modules in this course, you can select the module name here to directly import to the selected module)
  5. Now select the source course 
  6. Select the batch to import from
  7. Using the checkboxes, select the module and the entities within to precisely specify what is to be imported
  8. Click Import

​Adding or importing members into a course

Enroll Users / Groups

By default, all applicable courses and learning plans can be accessed via the Course Catalogue. However, any user can be enrolled into any course by using the Enroll Users / Groups feature.

To enroll a user or a group of users:

  1. Open any course and go to the Members tab.
  2. Click Add Members and navigate to Enroll Users / Groups tab.
  3. Using the dropdown, select the desired department, group, role, and location to add entire groups or select User to add individual users.
  4. Click Add.

Enrollment Requests

If you wish to add a member who has requested enrollment, you can do so from Add Members > Enrollment Requests tab. You can view all the pending requests and accept multiple requests as well. 

Other Course Members

Using the Other Course Members tab, members who are already part of any other course can be directly enrolled in this course.  

To add other course members to this course:

  1. Open the course you wish to add other group members to.
  2. Go to Members > Add Members > ​Other Course Members.
  3. Using the provided dropdowns, select a course, or batch (if applicable).
  4. The third dropdown has three options to vary who is to be added from the selected course: All, Completed, In progress. Make a preferred selection. 
  5. Click Add.

Import Users

The Import Users feature can be used to add members directly from an XLS, XLSX, or CSV file. This feature can be used in self-paced courses, blended learning courses, and for courses within learning plans. In the uploaded file one of the columns must contain a heading with the keyword "mail" or "email" with the subsequent rows containing the email ID of the employees. Additional columns are optional and can include the employee name, employee ID, etc. 

To import users:

  1. Open any course and go to the Members tab
  2. Click Add Members and navigate to Import Users tab 
  3. Select Upload File to browse and select the file to be imported. If you would like to download a template file click on one of the file formats shown. 
  4. Once the file is uploaded click on Add 

Archive Members

Once a learner completes a course they can be marked as archived. This ensures that all data associated with archived members are final (attempts, grades, etc cannot be further changed).

Here are some important points associated with archived members:

  • Archived members will not be included when a course is cloned. 
  • Archived member's learner data is final. They cannot be unenrolled.
  • Members of a course cannot be assigned as course administrators unless they are marked as archived.
  • If an archived member is selected as a course administrator they have access to both learner and admin views as shown below. 

Message Members

You can use this feature to send a custom email message to members of a course at any time.

  1. To use this feature, open any existing course with members added and click on More Actions > Send Message
  2. Use the options to filter members to send an email to your intended recipients.
  3. A list of the filtered members will be displayed
  4. Enter a subject and type a message click Send Email 

​In the example below a reminder to attend the next session is sent to all absentees of a session (screenshot below).

Based on the type of course created, the following features can be added within the course modules.

For Self Paced courses:

File
Link
Online Test
Offline Test
Content

For Blended Courses:

File
Link
Session
Assignment
Offline Test
Online Test
Content

Course Overview for E-Resources

Adding a module

To publish a course, it is imperative to first create a module for your course.

To add a new module,

  • Click on the Module tab.
  • Click Add Module.
  • Give the module a name and duration.
  • You can add relevant files, links or videos as part of E-Resources by clicking the + icon.All the files uploaded for the courses can be viewed under the Files tab.
  • To add quick notes, go to the Notes tab. All your existing notes will also be accessible here.

Approvals 

When the learner does not have permission to join courses, they can send a request to their manager, who will either approve or deny the request. All pending approvals can be managed under Options > Approvals.

Associated Content

A consolidated view of all your notes, feedback, discussion and training calendar can be viewed under Associated Content. 

Calendar

The calendar helps you keep track of the courses attended as well as the upcoming ones, so you don't miss anything.

Notes

You can get a consolidated view of all notes from various courses here. Click Add Note to add a note from this space.

  • Change the color of your notes by clicking the palette icon in the top right corner.
  • Add attachments by clicking the attachment icon in the top right corner.
  • Your notes are auto-saved as you type.

Discussions

You get a consolidated view of discussions from various courses here. Discussions can be used to engage in large group discussions or hold private discussions by selecting one or a few members. Only the added members can view and participate in the discussion. Even a course admin who is not added to the discussion cannot access it.

To begin a new discussion,

  1. Open the course in which you would like to start a discussion in and go to the Discussion tab
  2. Click Start a new discussion in the top right corner.
  3. Provide a Title for the discussion.

  1. Select the members who are part of this discussion, under Members. All members will be selected by default. For a private discussion, select Specific members  and include them from the dropdown.
  2. Enter a description of the discussion.
  3. Click Start.

Click Delete beside the added member if you want to remove them from the discussion.

A discussion can also be started from within a specific course, under the Discussions tab. Learn more about Discussion settings under Account settings.

Use case: Trainer having a discussion with the learner about their progress in the course. 

First, enable the trainer to initiate a discussion.

  1. Navigate to LMS > Options > Settings.

  1. Go to Feature policies.
  2. Go to the Discussions section and select Trainer for Who can start a discussion.
  3. Click Save.

Next, the trainer must start the discussion and must only add the specific learner.

  1. Navigate to LMS > Associated Content > Discussions.
  2. Click Start a discussion.

  1. Provide a name for the discussion under Title.
  2. Select the course the discussion is centered around, under Course name.
  3. Select the specific learner this discussion is for, from the dropdown under Members.
  4. Provide a discussion to explain what this discussion is for.
  5. Click Submit.

Feedback

Giving and receiving feedback is essential for the success of a course. A learner can write and submit his feedback when accessing the course, or on completion (as per configuration) 

For a consolidated view of the collected feedback, use the Course Ratings report.

Learn more about feedback settings.

Resources 

A consolidated view of all files and other resources, trainers, room and your team can be viewed under Resources. 

Content Management

All files and other resources that have been added in courses can be viewed from this space.

Trainers

To be able to tag trainers in sessions with ease, you must first add the respective employees who are going to be trainers. 

To add a trainer,  click Add Trainer.

Rooms

Add all the training rooms of your organization so they can be easily tagged while creating a session. 

To add a training room, click Add Room.

  1. Enter a name for the room.

  1. Upload a representative image of the room.
  2. Enter the maximum Capacity.
  3. Enter the Location of the room.
  4. Select the facilities that are available in the room. 

Adding a facility

To add additional facilities in the rooms that may be available in your organization, 

  1. Click on the + icon beside Add Room.
  2. Click + Add Facility.
  3. Enter the name of the facility you want to add. 

My Team

The My Team space in LMS gives the manager a quick and complete view of their reportees, with a snapshot of their skill sets, competencies, and courses attended.

For a manager to view their My Team space,

  1. Go to LMS > Resources > My Team.

  1. All the reportees will be displayed. Click on a specific reportee to get detailed information.

There are many quick actions a manager can make from the My Team space:

  • Suggest courses for reportees.
  • Enroll reportees in a course.
  • Unenroll reportees from a course.
  • View a list of courses attended by the reportee.
  • View a list of the reportee's competencies.

Note: A manager will be able to enroll or unenroll their reportee only if permissions are enabled under course settings.