> ## Documentation Index
> Fetch the complete documentation index at: https://docs.bizaxl.com/llms.txt
> Use this file to discover all available pages before exploring further.
# LMS Reports & Monitoring Overview
> Every report, dashboard chart, notification, and monitoring tool available in the LMS - what each one tells you, who it is for, and the business decisions it supports.
The LMS provides multiple layers of monitoring: workspace dashboard charts for at-a-glance trends, a built-in script report for detailed progress data, automated notifications for key events, and live shortcut counts on the workspace. This page covers all of them.
***
## Overview: How Monitoring Works in the LMS
| Layer | What It Covers | Where to Access |
| --------------------------- | ------------------------------------------------ | -------------------------------- |
| **Workspace Shortcuts** | Live counts of key records | Top of LMS workspace |
| **Dashboard Charts** | Trend data - certifications, signups, enrolments | LMS workspace |
| **Script Report** | Detailed per-course progress data | LMS workspace (or global search) |
| **Automated Notifications** | Time-triggered emails to learners and evaluators | Sent automatically by the system |
| **List View Filters** | On-demand views of pending records | Any record list view |
***
## Workspace Shortcuts as Live Indicators
Six tiles at the top of the LMS workspace show live record counts. These are your first daily check.
| Shortcut | What It Counts | Business Question Answered |
| -------------------- | ------------------------------------- | ----------------------------------------- |
| **Enrollments** | Total LMS Enrollment records | How many active course enrolments exist? |
| **Course Completed** | Enrollments where progress = 100% | How many learners have finished a course? |
| **Evaluation** | Total Certificate Evaluation sessions | How many evaluations have been conducted? |
| **Users** | Total users on the platform | How large is our learner base? |
| **Certificate** | Total LMS Certificates issued | How many learners are certified? |
| **Course** | Total LMS Courses | How many courses are on the platform? |
**How to use these shortcuts together:**
* **Completion rate** = Course Completed ÷ Enrollments × 100 - if this is low, learners are enrolling but not finishing
* **Certification rate** = Certificates ÷ Course Completed × 100 - if this is low, learners are finishing but not seeking certification
* **Growth** - compare the counts this week vs. last week to see if the platform is growing
***
## Dashboard Charts
The LMS workspace displays three line charts that show trends over time. These give management and administrators a visual picture of platform engagement.
### 1. Certification Chart
**What it shows:** The number of certificates issued over a time period - plotted as a line or bar chart so you can see whether certification activity is increasing or declining.
**Business question answered:** Is our certification programme growing? Are learners completing the full learning journey (course → evaluation → certificate)?
**Who uses it:** Management, LMS Administrator
**Typical use case:** The academic director looks at this chart each month. A downward trend prompts an investigation - are evaluators scheduling sessions quickly enough? Are learners finding the evaluation process too difficult?
**Decision it supports:** Evaluator resource allocation; curriculum quality assessment; marketing decisions about promoted courses.
***
### 2. Signups Chart
**What it shows:** The number of new user registrations on the LMS platform over time.
**Business question answered:** Is the learner community growing? When are peaks in new registrations (e.g. after a marketing campaign, after a new course launch)?
**Who uses it:** Management, LMS Administrator
**Typical use case:** After launching a new marketing campaign, the administrator checks this chart daily to see if it is driving new registrations. A spike in signups that does not convert to enrolments suggests a discovery issue.
**Decision it supports:** Marketing effectiveness; platform growth strategy; capacity planning.
***
### 3. Enrollments Chart
**What it shows:** The number of new course enrolments over time.
**Business question answered:** Are learners actively starting new courses? Which periods see peak enrolment activity?
**Who uses it:** Management, LMS Administrator
**Typical use case:** The LMS administrator compares the Enrollments chart with the Signups chart. If signups are growing but enrolments are flat, learners are registering but not starting courses - suggesting a portal navigation or course discovery problem.
**Decision it supports:** Course promotion decisions; feature prioritisation (if learners sign up but don't enrol, fix the discovery experience); seasonal planning.
***
## The Course Progress Summary Report
| Attribute | Detail |
| ------------- | --------------------------------------------------------- |
| **Type** | Script Report |
| **Reference** | LMS Enrollment |
| **Access** | LMS workspace or global search: "Course Progress Summary" |
**What it tells you:** For each enrolled learner, the course they are enrolled in, their current progress percentage, and their completion status.
**Business question answered:** How far has each learner progressed through each course? Who is on track? Who has stalled?
**Who uses it:**
* Instructors monitoring their learners' progress
* Administrators identifying learners who have enrolled but not started
* Management reviewing overall platform completion rates
**Typical use case:** Two weeks into a batch, the instructor runs this report. They see 5 students at 0% progress - meaning they enrolled but have not started a single lesson. The instructor reaches out to those students to check if they need help accessing the platform.
**Decision it supports:** Early identification of learners at risk of dropping out; intervention before the mid-point of a course; resource planning for support staff.
***
## Automated Notifications
The LMS sends the following automated email notifications. These are not manually triggered - they run on a schedule automatically.
### Certificate Request Reminder
| Attribute | Detail |
| ------------- | ------------------------------------------------ |
| **Trigger** | 1 day before a scheduled LMS Certificate Request |
| **Recipient** | Learner AND Evaluator |
| **Condition** | Only sent if the Request status is "Upcoming" |
**What it says:** Reminds both the learner and the evaluator that their certification evaluation session is scheduled for tomorrow - includes the course name, date, time, and timezone.
**Business purpose:** Reduces no-shows for evaluation sessions. Without a reminder, learners and evaluators who booked sessions weeks in advance may forget.
**Expected action:** Both the learner and evaluator note the session in their calendar and prepare. The learner reviews the course content one more time.
***
### Live Class Reminder
| Attribute | Detail |
| ------------- | -------------------------------------------------------------------------- |
| **Trigger** | Daily - runs every day and sends reminders for sessions scheduled that day |
| **Recipient** | All enrolled participants in the batch |
**What it says:** Notifies batch learners that a live class is happening today - includes the class title, time, and join link.
**Business purpose:** Ensures learners don't miss live sessions even if they forgot to check the timetable.
**Expected action:** Learner joins the live class at the scheduled time.
***
### Batch Start Reminder
| Attribute | Detail |
| ------------- | -------------------------------------------------------------------- |
| **Trigger** | Daily - runs every day and sends reminders for batches starting soon |
| **Recipient** | Enrolled batch participants |
**What it says:** Notifies enrolled learners that a batch they have signed up for is starting imminently.
**Business purpose:** Re-engages learners who enrolled in a batch weeks ago and may have forgotten the start date.
**Expected action:** Learner checks their timetable and prepares to start the batch.
***
### Payment Reminder
| Attribute | Detail |
| ------------- | --------------------------------------------------------------- |
| **Trigger** | Daily - runs every day for unpaid course or batch registrations |
| **Recipient** | Learner who initiated the purchase but did not complete payment |
**What it says:** Reminds the learner that they started purchasing a course or batch but did not complete payment.
**Business purpose:** Recovers abandoned purchases - a learner who was ready to pay but got distracted.
**Expected action:** Learner completes the payment to unlock the course or batch.
***
### Mentor Request Status Update
| Attribute | Detail |
| ------------- | ------------------------------------------------------------------ |
| **Trigger** | When the status of a Mentor Request changes (Approved or Rejected) |
| **Recipient** | The learner who submitted the request |
**What it says:** Notifies the learner that their request for a mentor has been approved or rejected.
**Business purpose:** Closes the loop on mentor requests so learners are not left wondering whether their request was received.
***
### Discussion Reply Notification
| Attribute | Detail |
| ------------- | ----------------------------------------- |
| **Trigger** | When someone replies to a discussion post |
| **Recipient** | The original discussion poster |
**What it says:** Notifies the learner or instructor that someone replied to their discussion post.
**Business purpose:** Drives engagement in course discussions by alerting participants when conversation is happening.
***
## Automated Background Tasks
Beyond notifications, the LMS runs several automated tasks on a schedule that affect data and learner records:
| Task | Frequency | What It Does |
| --------------------------------- | ---------- | ---------------------------------------------------------------------------------------------- |
| **Schedule Evaluations** | Hourly | Matches pending Certificate Requests to available evaluator slots and marks them as "Upcoming" |
| **Mark Evaluations as Completed** | Hourly | After a session's end time passes, marks the Evaluation as "Completed" |
| **Update Live Class Attendance** | Hourly | Pulls attendance data from Zoom after a live class ends and creates participant records |
| **Update Course Statistics** | Hourly | Refreshes the enrolment count, lesson count, and rating averages on LMS Course records |
| **Update Job Openings** | Daily | Refreshes job opportunity data if the Jobs feature is enabled |
| **Build Search Index** | Continuous | Keeps the LMS full-text search index up to date |
***
## Monitoring Summary Table
| What to Monitor | Where | Frequency |
| ---------------------------- | --------------------------------------- | ------------------------- |
| Enrolment growth | Enrollments chart (workspace) | Weekly |
| New user signups | Signups chart (workspace) | Weekly |
| Certification activity | Certification chart (workspace) | Monthly |
| Completion rate | Course Completed ÷ Enrollments shortcut | Weekly |
| Per-learner progress | Course Progress Summary report | Per batch / weekly |
| Upcoming evaluations | Certification card → Evaluation | Daily during exam periods |
| Pending certificate requests | Certification card → Evaluation Request | Daily |
| Unpaid enrollments | LMS Payment list, Payment Received = No | Weekly |
| Course ratings | Course Stats card → Review | Monthly |
| Batch feedback | LMS Batch Feedback list | After each batch |