This is the Legacy LMS guide, which uses the Legacy Events system.
Administrate’s Learning Management System (LMS) allows you to create a professional online training portal to deliver e-learning your way. From setting up a virtual classroom for your course to sharing tutorial videos and assessing student pass rates, Administrate’s LMS does it all. Whereas Administrate provides the LMS platform, you will be responsible for providing your own learning content, which should be SCORM -compliant. If you do not have your own content authoring provider or tools there are some links in the Resources section of this page to help you get started.
For information on the cost of LMS integration with Administrate, please refer to pricing .
There are six sections to this guide:
- Basic Setup is an end-to-end tutorial of how to setup an LMS event and add delegates - the basic minimum for getting your LMS up and running.
- Customisation and Tweaks illustrates how you can present your LMS in your company or brand image, informing delegates of company-related or LMS-related information, etc.
- Monitoring Student Progress allows you to view delegates’ status on the LMS - from whether they have logged in yet, have they started any materials, how much they have completed, and their scores so far.
- Troubleshooting is a simple guide to fix issues in Basic Setup.
- Resources is a library of resources that will help you create your LMS outside of this guide.
- Frequently Asked Questions (FAQ) is a selection of frequent queries from our support desk and how to solve them.
Throughout the Administrate application, the navigation bar will be referred to for the purposes of navigating through this guide. It will not be available on your LMS, and LMS delegates will not be able to see or access this.
Navigation instructions will be boxed, in italics and start from one of the headers of this navigation bar. Navigation steps enclosed in “< >” will be your own selection. Labelled buttons or links will be enclosed with ‘ ‘. Anything in “( )” will be suggestions for where to find this option on screen.
Navigate: Events ‣ Events ‣ <your_event_code> ‣ ‘Edit’ (in Normal Event Details)
A common reference in this guide will be made the Control Panel . It can be accessed through the cog icon in the top right corner of the application.
This tutorial will walk you through the steps of setting up your LMS with Administrate and enrol delegates on to them. This is the bare minimum function, however you will be able to customise everything later.
Before creating an LMS event, there are some prerequisite criteria to be met:
- You have setup a Course .
- You have some Contacts to add to the Event (preferably with unique email addresses)
- Be familiar with how to schedule events .
- Have a SCORM -compliant file ready. If you don’t have one, check out Resources
There are 4 steps to get started on your LMS setup:
- 1. Schedule Event / Enable LMS
- 2. Upload Course Content
- 3. Set up Communication Triggers
- 4. Add Delegates
First, we must schedule an Event . The process for scheduling LMS events is almost identical to non-LMS events.
Navigate: Events ‣ Event Scheduler ‣ <your_eventcode>
Choose your Event type, public/open or IHT (In House Training), and select your desired Course. Schedule your Event as normal. As Locations and Instructors are mandatory fields, you may wish to add a Location called ‘Online’, and an Instructor called ‘Virtual Instructor’. These won’t be shown to your LMS Students. You’ll see LMS tickbox near the bottom of the section. Select this to enable the LMS event. Don’t worry if you forget at first, you can always enable it once the Event has been scheduled.
Click Add once you are satisfied with your scheduled Event. This Event will now appear in your Events listings, which we will now go to to upload some LMS course content.
The Course Content is accessible in the LMS tab within the Event details:
Navigate Events ‣ Events ‣ <your_event_code> ‣ ‘LMS’ (next to ‘General’)
This is where you can upload your training content.
Click Upload New to select content from your local machine, or Import Existing if the content has already been uploaded to your DMS ( Document Management System ).
Any SCORM compatible content will appear as a list in the Course Content table in the LMS Course Screen. You can organise this list by dragging and dropping the SCORM rows (indicated by 2 columns of dots, in the column before ‘Name’).
In addition, using the Add Separator function you can organise the list of materials into sub-headings (see the screenshots at the beginning of this section to see an example).
For SCORM quizzes and tests, enabling the SCA (Show Correct Answers) check box will display the correct answer to the delegate should they submit a wrong answer.
Materials that are not SCORM compliant may also be uploaded. These will appear in the course content where you order it. For example, an Accounting Manual in PDF format.
When uploading non SCORM compliant material, these materials will only be available as a download. If you wish to display these materials in the browser, they must be packaged according to the SCORM standard. Please check with your eLearning developers on how to do this. e.g. Uploading a standalone video to the LMS will not allow the user to play it within the LMS, only download it. If you wish to play the video in the LMS, you will need to include a media player and package the player and video as a SCORM resource before it will play in the browser.
Now that you have content for your LMS ready, you are ready to add some delegates to the LMS event. However, before doing that, we should set up our automatic emails so that when delegates are added, they will be notified by email and be set up on your LMS.
Before adding delegates to the event , Communication Triggers should be set up so that when you do add delegates they will automatically be emailed to complete their registration on the LMS system. You can create your own email template and decide when the delegate receives this email.
The Communication Triggers can be accessed by navigating to Control Panel –> Communication Triggers
Setting up the LMS Communication Trigger is very simple:
- Create an LMS access email template
- Create an LMS trigger using the LMS access template
1. Create an LMS access email template:
Navigate: Control Panel ‣ Communication Triggers ‣ ‘Add’ ‣ ‘Create a Template’
Click on the M button to open up a list of merge fields. Scroll down to select LMS Setup Link . This is the link the delegate will click on to set themselves up on your LMS.
Your template should look a little something like this:
Save this template by clicking Save .
2. Create an LMS trigger using the LMS access template
Using the trigger template you just created, you need to create a trigger so that whenever a delegate is added to the LMS event they will automatically be sent the LMS Setup Link. This is the criteria required for the trigger to activate and send the template we created.
Navigate: Control Panel ‣ Communication Triggers -> ‘Add’
Create a template like the example shown below. Link your desired LMS event, and the previously created template. The Audience needs to be Delegates . We recommend that ifyou are a novice to Communication Triggers , we recommend you don’t select Automatic until you are familiar with the behaviour of them.
Save the trigger by clicking Save .
Now that the Communication Trigger has been created (and automated if you have selected ‘Automatic’), it’s time to add some delegates.
The golden rule of adding delegates to an LMS event is that each and every delegate must have a unique email address. They cannot share email addresses (e.g. a company’s general enquiry email address).
How we add delegates to normal events is the same as LMS Events, however each delegate will need to have an LMS user record in order to log-in to your LMS, which is linked to their email address and why it is important to have unique email addresses.
There are currently 4 ways to create LMS user records.
If the delegate has a unique email address the LMS user record will be created automatically when:
- added to an LMS Enabled Event.
- added via Website Orders .
If the delegate is registered to the event but does not have an LMS user record, they can be created manually by:
- Manually Sending an LMS Email - view this if you do not have automatic triggers set up
- clicking the ‘Setup LMS button’ in the contact screen when in edit mode. (This button will change to “Reset Password” if they are already successfully setup on LMS)
Let’s try to create an LMS user record automatically, by adding a student.
Navigate: Events ‣ Events ‣ <your_event_code> ‣ ‘Add Student’ (in Students section)
Search for your contact and simply add them to the Event.
The student should now be added to the LMS event.
When you add delegates to LMS Enabled Events you can see them in the Events’ page, in the Students section. Look at the LMS LOG column, this is the status of the communications triggers you set up in the previous step. If the email has already been sent out successfully, it will be labelled Sent . If there were any problems you will see LMS USER NOT SETUP in the LMS LOG column. See Troubleshooting to resolve this.
Finished! Well done, you have now completed the basics of creating an LMS event and adding delegates. Please continue reading to learn how to customise and tweak your LMS event.
Customise the look and feel of the Learning Management System to promote your company’s brand, display logos, link to your products and provide real-time news using web feeds.
For customising the login page, LMS homepage, CSS (advanced design), and other settings, you will need to go to LMS configuration options. You’ll find the LMS configuration options by:
Navigate: Control Panel ‣ LMS
This will display an image behind the login form presented to your delegates when they login. In our example, the background picture is of workers in an office. The background image used will crop and scale automatically to the browser window. We recommend the image to be in JPG or PNG format, and that the size does not exceed 1MB to minimise loading times. To upload a background image, select an image file from your local machine.
This will display an image on the login form. In our example, the log-in logo is the Administrate text logo. The log-in details box will adjust automatically to fit your logo so either portrait or landscape logos may be used. To upload a log-in logo, select an image file from your local machine.
A “favicon” is the small image displayed in a browser’s tab next to the tab title, and will be the icon representing your LMS site when it is bookmarked. Small square dimensions should be used, such as 16x16, 32x32, 48x48, or 64x64, in ICO, PNG, GIF or JPG format. To upload a favicon, select an image file from your local machine.
The LMS Homepage is the screen that the delegate will see once they have successfully logged into the LMS.
This is the page title the delegate will see e.g. ‘Administrate LMS’. The title will also be displayed in the browser tab (as seen in the Favicon section above).
This is the image that your delegate will see once they are logged in and see the LMS homepage. Generally, this will be your company’s logo. To upload a homepage intro image, select an image file from your local machine.
Add text to introduce the LMS to your delegates. This can be used to communicate information about your company, general information about how to complete online LMS sessions and how to get assistance. Text can be entered as either plain text or HTML.
You can completely change the look and feel that your delegate’s will experience by adding your own theme. This could include changing background colours, table colours, button colours, adding in live chat widget, or even moving each and every element around the screen. We use Cascading Style Sheets (CSS) (the design language used on every modern website) to achieve this. If you’re not familiar with CSS then a web designer will be able to assist you. Look at Resources for example CSS links.
You can upload a CSS file from your local machine here. If you need to remove an installed theme, upload a blank default.css file. If you wish to revert back to the default, please download Administrate’s default CSS .
You can write CSS tweaks and adjustments here. Custom CSS will take precedence over any style sheet uploaded. Empty this box to revert back to style sheet only settings.
When your delegate completes a quiz their results will be recorded in several graphs that enable them to see the progress they are making. You can change the colours of these graphs by entering the appropriate 6-digit Hex Code (e.g. for red you would enter #FF0000). You can change the chart colours for ‘Positive’, ‘Negative’ and ‘Indifferent’ results. See Resources for colour selection links.
By default your delegates are referred to as ‘Students’ within the LMS. However, you can change this label, i.e. if you wish to refer to them as ‘Delegates’ then enter ‘Delegates’ here.
By default the person (or people) teaching the event are referred to as ‘Trainers’. However, you can change this label, i.e. if you wish to refer to them as ‘Tutors’ then enter ‘Tutors’ in this field.
This section will allow you to customise the courses on your LMS.
You can upload a picture for your course from Administrate:
Navigate: Events ‣ Events ‣ <event code> ‣ Edit (Normal Event Details) ‣ ‘Upload new...’ (labelled LMS Image)
You can store an image for each event. In our example, it’s a picture of the pencil, graph, and calculator. This will be displayed next to the listed course on the LMS homepage and also next to the Course Title when the course is launched. Images of 300x185 dimensions, in JPG or PNG is recommended.
You can edit the LMS Summary (near the end of the page) from the course’s template:
Navigate: Events ‣ Course Templates ‣ <your_course_name>
This text will be displayed on the LMS homepage under the relevant course title. It can be used to introduce the course and provide specific course information to the delegate. Text can be entered as either plain text or HTML.
How course resources would appear on LMS
You can edit the LMS Course Resources from the Course Template:
Navigate: Events ‣ Course Templates ‣ <your_course_name>
These are links to external websites that are relevant to this specific course. They can be additional study resources for the subscribed course, rather than the ‘Useful Links’ on the LMS homepage. Links added will appear in the Resources section of the LMS homepage. Links should be entered with the name of the link, then a | (pipe) symbol on a UK keyboard, then the address. Here are a couple of examples:
Administrate | http://www.getadministrate.com Email Support | mailto: firstname.lastname@example.org
This is where you add any announcements or special messages you want your delegates to see on the LMS homepage when they log in. The text editor is WYSIWYG (What You See Is What You Get) so this text can be formatted in-application. You do not require any HTML skills for this.
Remember to click on ‘Save’ at the bottom left of the Announcements section to save changes. It will not auto-save.
Announcements are in the LMS tab within the event details:
Navigate: Events ‣ Events ‣ <your_event_code> ‣ ‘LMS’ (next to ‘General’)
Navigate: Events ‣ Events ‣ <your_lms_event> ‣ ‘Edit’ (in Normal Event Details)
You can set the passmark for any quizzes that you add to the course. This is a percentage of the correct questions answered, so if 70% is the passmark, type ‘70’.
This is the default number of days the delegate will have access to the course, calculated from the date they are given log-in details.
You can also edit an individual delegate’s expiry date, or set an expiry date for all delegates currently registered by going to Student Progress in:
Navigate: Events ‣ Events ‣ <your_event_code> ‣ ‘LMS’ (next to ‘General’)
To edit an individual delegate’s expiry date, click on their ‘Expires’ date against their name.
If you want to set the same expiry date for all current registered delegates, click Set Expiry .
Within Administrate you can check your delegates’ progress. You can find this in the event page they are registered for.
Navigate: Events ‣ Events ‣ <your_event_code> ‣ LMS (next to ‘General’)
Within the LMS tab there is a table for Student Progress . This displays all the registered delegates’ progress, as a percentage of completed materials, e.g. finished a presentation, completed a quiz, etc.
Clicking Toggle View will show you overall progress of the event, calculated as an average of all the registered delegates progress, including expired delegates.
Checking Show Expired will display the expired delegates. The column Setup indicates whether the delegate has been granted LMS access, and Used indicates whether they have logged in yet.
For in-depth progress you can access the Student History Report which is contained in the Course Content table, further down the LMS page of the event.
This provides a breakdown per student of the content they’re accessing, when they last accessed it, how long they have spent on it, and whether they were completed. In addition, if the delegate accessed a quiz, you’ll see whether the student has passed the quiz and the score they achieved.
Here you can see a breakdown of the score per course section per delegate.
Navigate: Events ‣ Events ‣ <your_event_code> ‣ ‘Edit Student Scores’ (in Normal Event Details) ‣ LMS Scores
This section is for troubleshooting problems found in this guide. For any other LMS-related problems, please look at the FAQ .
Make sure you have your LMS-enabled event enabled. You can toggle the LMS classroom on or off in:
Navigate: Events ‣ Events ‣ <your_event_code> ‣ ‘Edit’ (Normal Event Details) ‣ ‘LMS Enabled’
This is a simple toggle to turn the LMS classroom on or off for this event.
You can check if a student has been setup on LMS through:
Navigate: Events ‣ Events ‣ <your_event_code> ‣ ‘LMS’ (next to ‘General’)
Under Student Progress , the Setup column will indicate whether the delegate has been set up on LMS. If they have an ‘x’, as opposed to a tick, it means they are not currently set up on LMS. Click the x against the desired delegate to send them an email with joining instructions. Remember that delegates must have registered a unique email address for them to be set up on LMS.
If you wish to edit the email template:
Navigate: Settings ‣ Email Templates ‣ ‘Welcome LMS’
If we have a contact, John Smith, whose email address is already registered by another user (perhaps it’s a company’s department email address), he won’t be able to get setup on LMS. Assuming we have an LMS-enabled event, Event A, and a communication trigger setup with the LMS Setup Link merge field in the email, these are the steps we would take to create an LMS User Record for John:
1. Add John Smith to Event A
Navigate: Events ‣ Events ‣ <Event A> ‣ ‘Add Student’ (in Students)
John won’t have his User Record created automatically, shown here in orange as LMS USER NOT SETUP because his email address is the same as someone elses, who is also registered on this event.
2. Confirm John’s status on on the LMS
Click on the orange LMS USER NOT SETUP and the LMS Tab on the event’s page will appear.
This step involves a popup, which your browser may block by default. If nothing happens when you click the link, please refer to your browser / popup-blocker settings.
In Student Progress, users not setup on LMS for this event are highlighted in red and indicated by a red cross under the Setup column, which is John Smith’s current LMS status.
Click on the red cross against John’s name and in the Setup column. This will inform you of the error relating to John’s LMS setup.
3. Edit John’s Email Address
Knowing that the error is a non-unique email address, John’s email address should be changed. In the red highlighted section, click on the name, John Smith , to enter his contact page, then Edit Contact to change his email address.
Now we should check John’s LMS setup again.
4. Navigate back to the LMS page
Still in John’s contact page, look at his events. Click on the name of the event he couldn’t get setup on LMS (your mouse pointer won’t change to show a link, but it is clickable !). In this case it is Course FA:964 Advanced Accounting . This will reveal more options.
We want to go back to the Event’s LMS page, and to do that from here we will click on the course code, Event FA:964 . This will take us back to our event, so then click on the LMS Tab, which is next to General . Here we can see John Smith is no longer highlighted in red, which means there are no issues with his registration. However, he still has a red cross in Setup , meaning he is not yet set up on LMS.
5. Activate John’s LMS User Record
Activating John’s user record will allow John to access the LMS.
Click on the red cross against John Smith in the Setup column. If the email address is now unique to this event’s list of delegates, the red cross will turn into a green tick and a notification with a one time login link to activate John’s LMS user record.
6. Send Email/Trigger with Setup Link to John
To view the email and the login link that will be sent, go back to the General tab (next to LMS ) and click on his Communication Trigger under Students . In this case, we look at the column, LMS Logs .
If the trigger is set to automatic this will be sent in the next few minutes (Communication Triggers are sent in a cycle). If it has not yet sent, click Send to manually do so.
7. John to activate his user record
John can now activate his user record by clicking on the link he receives in his email and begin to use the LMS.
This section will provide you with helpful resources for creating your LMS. Administrate is not affiliated with any of the external links provided and not responsible for the content they provide.
Bootswatch - CSS examples
w3schools - Reference guide to write your own CSS.
CSS Zen Garden - A demonstration of what can be accomplished visually through CSS-based design.
Default CSS file - download this to overwrite any installed CSS themes.
SCORM Cloud - Checks your files for SCORM-compatibility, as well as comprehensive information on SCORM. A free account supports up to 100mb of content and a certain amount of users.
Creating SCORM Content - Comprehensive guide to creating SCORM content, including suggestions on packages (provided by moodle).
How to Convert PowerPoint to SCORM Compliant Course - Resources for converting commonly used PowerPoint to SCORM-compliant material.
eLearning Atlas - comprehensive library of companies and products (many of which include authoring tools) in the e-learning industry. You can even filter results by SCORM specification, price of licences, etc.
29 Free eLearning Tools - Summary of free content authoring solutions.
Focus Educational Software Ltd - Some free samples of SCORM files.