5 Reasons You Should Hire an LMS Administrator

LMS administration encompasses a long list of tasks. Some need to be done daily or weekly, while others crop up when annual compliance training deadlines approach or when a one-time training initiative is launched.

What does the LMS administrator do?

The LMS administrator’s role includes a range of responsibilities and tasks, ranging from the mundane to the philosophical. Depending on the size of your organization and your approach to training, the LMS admin might:

  • Strongly influence learning culture and priorities for the entire organization
  • Influence or manage onboarding, compliance and safety training, talent development, upskilling and reskilling initiatives, professional certification administration … and more
  • Manage learner profiles and enrollments, including adding and removing learners, enrolling learners in training, sending them reminders, tracking their progress and completion, issuing certifications, and tracking professional credentials, including expiration and renewal dates and requirements
  • Create, purchase, develop, and manage training modules, including ensuring that they work smoothly in the LMS and, where applicable, on learners’ mobile devices
  • Gather and analyze data on learners, training impact, and, ideally, correlations between training and job performance, including creating reports for managers and executives
  • Troubleshoot and problem-solve, whether it’s for managers who identify crucial knowledge or skills gaps or learners who need help navigating the LMS or training materials

When to call for reinforcements

Close-up of a group's hands. Each person is holding onto the wrist of the person beside them to form a circle.

Perhaps your L&D department or LMS administrators capably handle the routine work but drown in the annual training deluge of enrollments, tracking, reporting, and reminders. Or maybe your department is chronically short-staffed, and some tasks simply never get done.

Either way, outsourcing some — or all — of your LMS administration to qualified experts can ensure that your training program runs more smoothly and everyone, from the LMS administrator down to the individual learners, has a positive experience. Here are five reasons to outsource LMS administration tasks.

1. Annual onslaught

Your annual training pushes your team into overdrive. Or you conduct certification exams once or twice a year. These infrequent but intensive periods have everyone working overtime, tempers fraying — and you still fall behind. Reduce stress and improve performance with a little extra help. Bring in the pros, ensure smooth functioning through the busy period — and set your team up for improved operation at the end of the annual rush because they won’t face weeks of digging out from under a huge backlog.

2. New software or product

Implementing a new software system or launching a new product or procedure for internal use can lead to a massive training initiative. Call in the troops to help prepare that training and roll it out. Getting help through this critical period will get your entire organization up and running on the new system more quickly and efficiently. An expert LMS administrator can implement your training, enroll and track learners, set up progress reports and reminders, and help you target different training to managers or people in specific job roles.

3. Onboarding or certification demands

If you are onboarding a large cohort of new hires or have an entire division where learners need to recertify or update their credentials, the training demand could spike sharply for a short time. Call in some backup for assistance with the routine LMS admin tasks. Expert SmarterU administrators can automate some tasks, like generating reports and reminding learners of their training deadlines, that will come in handy year-round too. The extra LMS administrators can provide support with entering large amounts of data, syncing HR or other databases with your LMS, enter batch actions, or import a pool of new learners.

4. Company-wide training initiative

Whether your executives have embraced a diversity-training initiative, turned to proactive upskilling, or have decided to school the entire staff — or one large department — in updated health and safety protocols, a large-scale training initiative can tap out the L&D team’s resources. Consider hiring an LMS administrator to assist with developing and implementing the new training or keep the routine training program running while the staff cope with the new tasks. Either way, your organization’s L&D will run more smoothly and provide a great LX to all of your learners.

5. Internal changes

Change can be disruptive to your finely tuned LMS administration cycle. If an admin goes on leave or changes jobs, covering routine tasks can become impossible. If you’re onboarding new admins or covering for the temporary absence of a key member of your team, consider bringing in expert help until your team is fully staffed and up to speed.

SmarterU Managed Admin Services

Our SmarterU Customer Success team provides a full suite of LMS administration services, as a package or a la carte, to suit your short- or long-term needs. From helping you through transitions to providing long-term account administration services or support, we’ve got your back. We’ll train your team, provide backup, clear the backlog of enrollments, reports, or data entry — whatever your LMS administration need, our team will handle it. We’ll also provide guidance and assistance in optimizing your SmarterU LMS configuration and leveraging its features to provide the best experience possible for LMS administrators and learners alike.

Contact us today and learn why hiring an LMS administrator can be the best decision you make for the efficient operation of your online training program.

  • SU100 – Introduction to SmarterU
  • SU105 – Structuring Your SmarterU Account
  • SU110 – Course Development Options
  • SU115 – Introduction to Online Courses
  • SU120 – Online Courses: Instructional Tasks
  • SU125 – Online Courses: Quizzing and Exams
  • SU130 – Introduction to SCORM Courses
  • SU135 – Introduction to Instructor-led Courses
  • SU140 – User Management
  • SU145 – Progress Reporting
  • SU150 – Maximizing Recall & Retention

Finally, select the Columns you want to see displayed in the final report.

The Filters do the heavy lifting of parsing the data; Columns show you the results.

For example, franchisors could create a team of all “franchisees” across their network to easily report on their progress.Manufacturers could group all employees in a supervisory role, creating a “Leadership” team.A corporate office could create a team of all branch managers in different cities.

To create teams, Admins start by going to their account profile to specify team names.To add a learner to a team, go to the User Dashboard, edit that user, and add them to one or more teams. Learners can be added to to as many teams as is needed.

Control Fraction Quiz Marks
Three options – Precise, Rounded and Truncated

Set Quiz Availability Windows!
Specify the start and end dates and times when a Quiz can be taken.

Updated! Learner Dashboard

  • event & due date calendar
  • course catalogue for self enrollment

New! Instructor led Training Features

  • self-enroll and get placed on the “waiting list” if the session is full
  • ILT sessions visible on the calendar

New! Enrollment Dashboard

  • historical enrollments
  • recommended enrollments
  • mass enrollments
  • and more!

Course Prerequisites
One of our most frequently requested features is now available! Courses can now have one, or more prerequisites.

Home Groups
Just like high school, every learner now has a home room – a “home group.” This allows you to structure and set admin permissions to manage learners based on their home group assignment.

The Waiting List
Got popular instructor-led sessions? New in the Mercury release is the ability to use and manage waiting lists when your sessions are full.

Knowledge Base Templates
Got structured information such as spec sheets? Create templates with exactly the fields you want, including images, tags, etc.

Knowledge Base Permissions
Set and manage permissions – you can control who can view and edit your Knowledge Base – by group, team or individual user.

Knowledge Base Organization
Create folders to organize and group your files, and “drag & drop” files from one folder to another, using our tree view.

Roles & Certifications
Your learners all have a variety of roles in your workplace, and some of those roles may have specific recurring training requirements. Role Management makes scheduled or recurring training easy to manage.

You have the ability to define unlimited roles, each with their own requirements for certifications and ongoing training.

Role Management Dashboard
Use the Role Management Dashboard to easily manage roles and corresponding certifications.

Role Management Calculation
Track training requirements for your certifications, including recertification periods, expiries and automated notifications.

Role Management Automation
Each user can be given one or more role, and their training requirements are automatically determined!

Branded Emails
All SmarterU’s automatically generated email notices will now be branded with your logo and theme.

Google Apps Integration
SmarterU is now integrated with the Google Apps Marketplace for easy Single Sign On.

Team Management
Identify learners with a common theme and associate them as a “team” across groups! Easiest way to label users into teams such as Leadership, Production Worker, etc.

ATTN: IT FOLK

(non-IT Folk, ignore the following)

If you have firewall rules for any of these domains, contact us to get notified of the new IP addresses:

  • aps.smarteru.com
  • marketplace.smarteru.com
  • scorm.smarteru.com
  • api.smarteru.com

Do you have a login portal that uses an A Record instead of a CNAME? Best change it to a CNAME – instructions here.

ATTN: IT FOLK

(non-IT Folk, ignore the following)

If you have firewall rules for any of these domains, contact us to get notified of the new IP addresses:

  • aps.smarteru.com
  • marketplace.smarteru.com
  • scorm.smarteru.com
  • api.smarteru.com

Do you have a login portal that uses an A Record instead of a CNAME? Best change it to a CNAME – instructions here.

ATTN: IT FOLK

(non-IT Folk, ignore the following)

If you have firewall rules for any of these domains, contact us to get notified of the new IP addresses:

  • aps.smarteru.com
  • marketplace.smarteru.com
  • scorm.smarteru.com
  • api.smarteru.com

Do you have a login portal that uses an A Record instead of a CNAME? Best change it to a CNAME – instructions here.

Enrolled Courses

My Timeline

My Waiting Lists
Will appear if users on waiting lists for ILT courses.

My Learning Plans
Enterprise Accounts Only.

Course Catalog
All courses that are set for self-enroll within at least one of the users groups.

All Courses
All courses that the user is allowed to see and enroll in.

The Knowledge Base
If the user has been given permission to access that account’s Knowledge Base.

You have the ability to define unlimited roles, each with their own requirements for certifications and ongoing training.

Track training requirements for your certifications, including recertification periods, expiries and automated notifications.

Each user can be enrolled in one or more role, and their training requirements are automatically derived!

Create your report profile to give each report a unique name and description, and to set its status.

Create your report profile to give each report a unique name and description, and to set its status.

Export your results to a CSV file for easy data analysis!

Our new Knowledge Base

Knowledge Base Video

Learning Plans

Learning Plans – Detail

UPGRADED! Group & Account Level Reports
Several new features added to our already robust Reporting Suite including the ability to specify visibility levels, and adding email addresses as a custom filter.

UPGRADED! ILT Workscreens
Several new features added to our already robust Reporting Suite including the ability to specify visibility levels, and adding email addresses as a custom filter.

NEW! Quick “User-Add” Feature
Admins or users with the proper permissions can quickly add new users by specifying a minimum amount of information for that new user.

NEW! Automated Group Enrollments
You may now include group courses in SmarterU’s recommended enrollments calculation by enabling the course’s Auto-Enroll setting.

New! Time Zone Support
Specify a default account time zone, and a time zone for each of your users. All dates/times will then be automatically converted to the “viewer’s” time zone.

Store Word docs, Excel spreadsheets, PDFs, PPTs, images, videos, audio files, zipped files, and more.

Got structured information such as spec sheets? Create templates with exactly the fields you want, including images, tags, etc.

Create folders to organize and group your files, and “drag & drop” files from one folder to another, using our tree view.

ILT Course Workscreen

ILT Session Workscreen

NEW! Quick “User-Add” Feature!
We’re introducing a new way to create users.

Quick User-Add will be available from the Users menu. Watch for it!

Automated Recommended Enrollments
Ever wish you could automatically enroll learners in one or more courses when they are added to a group?

Now you can, with our Automated Recommended Enrollments!

Anti-Harassment
Banking & Credit Union Operations
Business Essentials
Coaching & Counselling Employees
Communication
Competency Toolkits
Customer Service
Desktop Computer Skills
Diversity
Ethics
Finance
Health & Wellness
Healthcare
Human Resources
Information Technology

Leadership
Management & Supervision
Managing Change
Marketing
Motivation & Personal Development
Presentation & Facilitation Skills
Project Management
Safety & Regulatory Compliance
Sales
Social Media
Team Building
Telephone Skills
Time Management
Video Production
Workplace Violence

Anti-Harassment
Banking & Credit Union Operations
Business Essentials
Coaching & Counselling Employees
Communication
Competency Toolkits
Customer Service
Desktop Computer Skills
Diversity
Ethics
Finance
Health & Wellness
Healthcare
Human Resources
Information Technology

Leadership
Management & Supervision
Managing Change
Marketing
Motivation & Personal Development
Presentation & Facilitation Skills
Project Management
Safety & Regulatory Compliance
Sales
Social Media
Team Building
Telephone Skills
Time Management
Video Production
Workplace Violence

Domain

Old IP

New IP

*.smarteru.com  

206.45.45.3

216.55.210.3

elearning-academy.net

206.45.45.4

216.55.210.4

scorm.smarteru.com

206.45.45.5

216.55.210.5

integrations.smarteru.com

206.45.45.6

216.55.210.6

legacy.smarteru.com

206.45.45.15

216.55.210.15

google-apps.smarteru.com

206.45.45.6

216.55.210.6

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