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This page walks through the complete LMS workflow from the moment a course is created to the moment a learner earns a certified credential. Use it to understand the full picture before learning individual features.

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Two Learning Paths

The LMS supports two distinct learning models. Both follow the same general journey, but with different levels of instructor involvement and structure:

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Stage 1: Course Building

Who does it: Course Creator / Instructor When: Before the course can be discovered or enrolled in What happens:
  1. Create the LMS Course
    • Give it a title, short introduction, and full description
    • Upload a preview image and optionally a preview video
    • Select instructors (required - at least one)
    • Set the category and tags
    • Choose whether it is free or paid (set the price if paid)
    • Choose whether a completion certificate is offered
    • If certification requires an evaluator, set the Evaluator
  2. Create Course Chapters
    • Each chapter groups related lessons together
    • Give each chapter a descriptive title
    • Chapters appear in sequence - learners work through them in order
  3. Create Course Lessons
    • Each lesson is the smallest unit of learning
    • Lessons can contain:
      • Text body - written content formatted in Markdown
      • YouTube video - paste the video URL
      • Quiz - link a quiz by its Quiz ID
      • Assignment - linked automatically when an LMS Assignment references this lesson
    • Tick Include in Preview on a lesson to let non-enrolled visitors see it before signing up
  4. Create Quizzes
    • Build an LMS Quiz with multiple questions (LMS Quiz Question + options)
    • Set passing percentage, max attempts, and time limit
    • Link the quiz to a lesson via its Quiz ID field
  5. Create Assignments
    • Build an LMS Assignment with a question or prompt
    • Select the assignment type (text response or file upload)
    • Link the assignment to a specific course lesson
  6. Add Related Courses (optional)
    • Link other courses that learners should consider after completing this one
Outcome: A complete course structure exists but is not yet visible to learners.
Course editor view showing a course with three chapters, each containing lessons, a quiz, and an assignment

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Stage 2: Publishing

Who does it: Course Creator / LMS Administrator When: When the course is ready for learners What happens:
  1. Review the course - check all lessons, quizzes, and assignments are complete and correct
  2. Set Published = Yes on the LMS Course record
  3. Optionally set Featured = Yes - puts the course on the homepage as a highlighted recommendation
  4. The course immediately appears in the learner portal under Courses
For paid courses: ensure the price, currency, and payment gateway are configured before publishing. For courses not yet ready: set Upcoming = Yes instead of Published. This shows the course as “Coming Soon” so learners can express interest before it launches.

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Stage 3: Batch Setup (for Instructor-Led Programmes)

Who does it: Instructor / Academic Administrator When: Before the batch start date What happens:
  1. Create the LMS Batch
    • Set the title, description, start date, end date, and timezone
    • Add the courses included in the batch
    • Set the instructor(s)
    • If paid: set the price and currency
    • If using Zoom: link the Zoom account
    • Configure whether a Confirmation Email Template is sent on enrolment
  2. Build the Timetable
    • Add timetable entries (days of the week, times, topic or session title)
    • Use a Timetable Template if the same weekly schedule recurs
  3. Configure Assessments (optional)
    • Add assessment records (linked to quizzes or assignments) that are specific to the batch
  4. Set Published = Yes on the batch
  5. Schedule Live Classes
    • Create LMS Live Class records for each session
    • Link each to the batch and select the Zoom account
    • Zoom meeting created automatically when saved
Outcome: The batch appears in the portal’s Batches section and learners can enrol.
LMS Batch record showing start/end dates, timetable table with weekly sessions, enrolled students count, and linked courses

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Stage 4: Discovery & Enrolment

Who does it: Learner When: Any time after a course or batch is published What happens: For self-paced courses:
  1. Learner opens the LMS portal and browses the Courses section
  2. Learner clicks a course to view its description, instructor, and free preview lessons
  3. Learner clicks Enrol (for free courses) or Purchase (for paid courses)
  4. For paid courses: learner completes checkout → LMS Payment record created → on payment confirmation, enrolment is unlocked
  5. An LMS Enrollment record is created linking the learner to the course
  6. Learner is redirected to the first lesson
For batches:
  1. Learner browses the Batches section
  2. Learner views the batch details - timetable, courses, instructors, live class schedule
  3. Learner clicks Enrol or Purchase
  4. On confirmation, an LMS Batch Enrollment record is created
  5. A confirmation email is sent if a Confirmation Email Template is configured on the batch
  6. Learner can now access the batch courses and see the live class schedule
For coupon discounts: At checkout, the learner enters an LMS Coupon code. The discount is applied before payment.

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Stage 5: Learning

Who does it: Learner (progresses); Instructor (monitors and grades) When: Throughout the course/batch period What happens for the learner:
  1. Progress through lessons - learner opens each lesson in sequence, reads or watches the content
  2. Each completed lesson creates an LMS Course Progress record
  3. The learner’s progress percentage on their LMS Enrollment record updates automatically
  4. Take quizzes - at the end of certain lessons, learners take knowledge check quizzes
    • Quiz results are recorded in LMS Quiz Submission records
    • Learner sees their score and whether they passed
    • If the quiz allows retries, learner can attempt again up to the maximum attempts
  5. Submit assignments - learner writes a response or uploads a file
    • Creates an LMS Assignment Submission record
    • Status starts as “Pending” if grading is enabled
  6. Join live classes - learner sees their batch’s live class timetable
    • Clicks the join link at the scheduled time
    • Attendance is recorded automatically after the session ends (via Zoom integration)
  7. Take lesson notes - learner adds personal notes to any lesson (private, only visible to them)
  8. Ask questions - learner posts in course discussions (if Discussions feature is enabled)
What happens for the instructor:
  1. Instructor monitors learner progress via the Course Progress Summary report
  2. For batches: instructor tracks attendance at each live class
  3. Instructor reviews Assignment Submissions and grades them (if Grade Assignment = Yes)
  4. Instructor monitors Quiz Submissions to identify learners who are struggling
LMS lesson view showing lesson content on the left, a quiz at the bottom, a progress sidebar on the right, and a notes panel

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Stage 6: Certification

Who does it: Learner (requests), Evaluator (conducts), System (schedules and reminds) When: After the learner has completed the course What happens:
  1. Learner requests a certificate
    • On the course completion page, learner clicks Request Certificate
    • An LMS Certificate Request record is created with the learner’s preferred date and time
    • Status: Pending
  2. Evaluation scheduled
    • The LMS scheduler runs hourly and matches pending requests to evaluator availability
    • Request status updates to Upcoming when scheduled
  3. Reminder sent
    • One day before the evaluation, both the learner and evaluator receive an automatic email reminder with the date, time, and timezone
  4. Evaluation conducted
    • Evaluator meets the learner at the scheduled time (Google Meet link or Zoom)
    • Evaluator reviews the learner’s understanding through a conversation or test
    • Evaluator opens the LMS Certificate Evaluation record and sets the status and rating
  5. Certificate issued
    • If the evaluation is passed, an LMS Certificate record is created
    • The certificate is assigned an issue date (and optionally an expiry date)
    • If “Publish on Participant Page” is ticked, the certificate appears on the learner’s public profile
    • The learner can download or share the certificate
  6. Evaluation auto-completed
    • If the end time of a Certificate Evaluation passes without the evaluator updating it, the system marks it as completed automatically (hourly scheduler)
LMS Certificate Request showing learner name, course title, requested date and time, evaluator name, and status Upcoming

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Stage 7: Recognition & Engagement

Who does it: System (automatic badge awards), Learner (reviews, feedback) When: After course/batch completion What happens:
  1. Badge awarded automatically
    • When a learner meets a badge condition (e.g. completes first course), the LMS Badge Assignment record is created automatically
    • The badge appears on the learner’s profile
  2. Learner leaves a course review
    • Learner rates the course (1–5 stars) and writes a review
    • Review appears on the course’s public page to help other learners evaluate the course
  3. Batch feedback submitted
    • After a batch ends, enrolled learners can submit LMS Batch Feedback
    • Feedback covers content quality, instructor quality, and perceived value
    • Feedback ratings are visible to administrators and instructors

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Who Does What: Quick Reference

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Automated Triggers in This Workflow