A Knowledge Base Is a Must-Have LMS Feature. Here’s Why.

Your LMS — your learning management system — is the heart of your eLearning ecosystem. That means it should be the first place learners turn when they have a question, can’t remember how to do something, or seek deeper knowledge about your products, services, and processes.

Your SmarterU LMS understands the need for a single learner-friendly library to house all of your online training, workflow learning, and performance support content and resources: That’s why a key LMS feature is the ability to implement one or more knowledge bases.

What is a knowledge base?

A knowledge base is a collection of documentation and resources on a specific topic or area of expertise. This essential LMS feature extends your library of SCORM training courses by connecting it with the entire organization’s institutional knowledge, in a wide variety of formats:

  • Training course materials
  • Documents & manuals
  • Articles, guides & white papers
  • Spreadsheets
  • Flow charts & process diagrams
  • Templates for PowerPoints, proposals, and printable forms 
  • Product specs and info sheets
  • Infographics & FAQs
  • Videos
  • Podcasts
  • Records of chats
  • Recorded webinars and virtual classroom sessions

 … and much, much more.

The audience for your knowledge base might be internal — your employees and learners; or external — your suppliers, customers, franchisees, or contractors. Either way, the knowledge base offers a one-stop shop for any information and assistance they need.

Benefits of implementing a knowledge base

Close-up of a hand touching a digital tablet, laying on a table. Overlaid on the tablet is a search bar and various icons: a video play button; speech bubbles; a key; a target with an arrow; an envelope; arrows.

Providing assistance can be costly, whether in-house or to customers or partners, especially when the same questions come up again and again. A knowledge base solves that problem. For common issues that are relatively easy to resolve, providing easy access via a knowledge base can save enormous amounts of support personnel time and resources. It provides the type of assistance your learners, customers, and partners want:

Self-directed

Today’s learner is accustomed to self-directed learning and nearly always tries to find answers on their own before calling on other assistance. A searchable, mobile-friendly knowledge base, integrated with your SmarterU LMS, meets them more than halfway.

Consistent and correct

You vet the content that’s in your knowledge base and update it as needed. The information learners find there is current, accurate, and of high quality. Each learner or customer with the same question or issue gets the same response, ensuring consistency and quality.

Always available

SMEs, support personnel, and your favorite colleague might not be available at the moment of need, but the knowledge base is always on. Help is available in every time zone on every day of the year.

Familiar interface

Using the same familiar interface that they already navigate for training and certification, and a powerful search tool, your learners can easily find the information they need when they need it.

Reinforces training

A knowledge base is an essential element of a continuous learning and knowledge retention strategy. It enables learners to look up and review material they’ve covered in training, seek deeper learning, and reinforce their knowledge.

Meets learner preferences

Your knowledge base can include materials in a variety of formats and media, allowing learners to choose the materials that fit their learning preferences.

Setting up your SmarterU knowledge base

Your SmarterU knowledge base is completely integrated with your training content and other LMS features and functions. You can even configure permissions to control access  for different populations of learners or customers.

Within the knowledge base, you can create a structure with folders and levels of content arranged by topic, type, or other configuration that makes sense for your organization and target audience. Our implementation team will guide you through choosing the optimal setup — and help you set it up and populate it with your documents, resources, and content. Your knowledge base can include PDF documents, video files and links, and other types of content, such as wikis.

When planning a knowledge base, consider maintenance — and be sure to allocate resources for periodic review and updating curated resources.

Also, consider the learner experience: You can design templates for content creators to use that ask them to tag content with common search keywords, for example, to make content easy to find and use. Ensure that new content is added frequently and consider offering a way for learners to request content on particular topics or connect and collaborate with colleagues while using resources from the knowledge base.

SmarterU’s social features and forthcoming integration with Microsoft Teams make it easy for learners to integrate social and collaborative learning into their training — and access the knowledge base while using their favorite social channels to work with their peers.

Common uses for knowledge bases

Let your imagination run wild as you consider how to enhance your organization’s online training and performance support with a knowledge base. Some common uses include:

  1. A central repository for product specs, enabling sales professionals and customer service personnel a consistent,  up-to-date reference
  2. An onboarding and human resources support library of forms that new employees need to download and fill out as well as forms covering ongoing needs, such as requests for time off, benefits enrollments and updates, etc. 
  3. A repository for recorded webinars and corporate updates
  4. Reference documents, including infographics and flow diagrams, explaining common procedures
  5. Archived newsletters and other regular communications for internal or external audiences, including info about promotions and product releases
  6. New product and service offerings, such as recipes and descriptions of the season's new menu items, specs on the seasonal yard-care equipment, etc. 
  7. Easy access, central location for safety data sheets (SDSs), standardized information sheets on the safe use and handling of chemicals and other hazardous products

Let our expert learning consultants help!

Enlisting the help of an expert learning consultant to design and implement your knowledge base will reduce the stress and ensure that you end up with the optimal solution for your learners. Contact us today to find out more about implementing a knowledge base in your SmarterU LMS.

  • 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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