Courses

A course is the main training container. Modules, lessons, quizzes, assessments, certificates, access rules, commerce settings and reporting all connect back to the course record.

Course List

The Courses area lets you create and manage the main course records. The common actions are:

• Edit Content – opens the linked WordPress/page-builder content for the course page.
• Settings – edits LMS course settings such as title, slug, progression, visibility and publishing status.
• Tools – opens tools for duplication, templates, backups, archiving, maps, checks and exports where available.
• Preview – opens the learner-facing course view.
• Delete – opens course deletion confirmation.

Course Settings

Pro Course Controls

HT-LMS Corporate can add extra controls to the course edit flow, including prerequisites, drip rules, preview lessons and learner limits. Use these when a course should not simply be open to every enrolled learner immediately.

• Prerequisites require another course to be completed first.
• Drip rules delay lesson/module access until the configured timing has passed.
• Preview lessons allow selected lessons to be viewed before enrolment or payment where enabled.
• Learner limits restrict the number of active learners that can access a course.

Editing Course Content

Use the course content editor for learner-facing page layout, introduction copy, imagery, calls to action and supporting material. Use the LMS settings screens for structured data, course access, assessment rules, certificates and reporting behaviour.

Deleting Or Archiving Courses

For live courses, archive or unpublish a course before deleting it. Deleting a course can affect modules, lessons, quizzes, progress records, certificates, orders, access records and reports depending on the selected deletion path.

Modules

Modules organise a course into clear sections. A module belongs to a course and normally contains multiple lessons. Module assessments and discussions can also be connected to modules in Pro.

Module List

The Modules screen shows module title, course assignment, order, published status and action links. Use this screen when you need to add, edit, move, preview or remove a module.

Module Settings

Module Content

Module content pages are useful for section introductions, requirements, instructions and module-level context. The actual teaching usually sits in lessons, but a module page can help learners understand what the section covers before starting.

Module Assessments

In Pro, a module can have a written or structured assessment. Use the Assessments area to create and manage those assessment questions, marking rules and attempts.

Deleting Modules

Check linked lessons and assessments before deleting a module. Where possible, unpublish or move content first so live learner journeys and records stay understandable.

Lessons

Lessons contain the actual training content. Lessons belong to modules, and modules belong to courses. Pro can add lesson video, protected downloads, next-lesson navigation, progress tracking, evidence prompts and quiz enforcement around lesson content.

Lesson List

The Lessons screen lists lessons by course and module. Common actions include Edit Content, Settings, Quiz, Preview and Delete.

Lesson Settings

Editing Lesson Content

Use the linked content editor for the learner-facing lesson. Add text, videos, images, examples, scenarios, embedded activities and instructions. Keep LMS rules, course placement and access logic in the LMS settings rather than inside the lesson body.

Protected Video And Downloads

Pro supports protected lesson video and protected downloads. Use these when lesson assets should only be available to authorised learners. Check access as a test learner, not only as an administrator, because administrators may be able to preview content that ordinary learners cannot access.

Lesson Progress And Navigation

Learner progress normally updates when lessons and quizzes are accessed through the HT-LMS front-end pages. If progress does not update, confirm the lesson page is using the correct shortcode/page route and that the learner is logged in through the learner login system.

Deleting Lessons

Deleting a lesson can affect quizzes, quiz answers, quiz attempts, progress records and evidence expectations. For live sites, unpublish first and check whether learners have already started the lesson.

Quizzes

Quizzes are lesson-level knowledge checks. Pro can enforce quiz completion before progression, export/import quiz questions and use quiz results in reporting and learner progress records.

Quiz List

The Quizzes area shows lessons and quiz availability. Use Add Quiz when a lesson does not yet have one, and Edit Quiz when a quiz already exists.

Quiz Settings

Quiz Enforcement

When quiz enforcement is enabled, learners may need to pass required quizzes before moving forward or completing the course. If a learner is stuck, check the quiz result, pass mark, publication status and the course progression mode.

Quiz Import And Export

Pro supports quiz import/export tools for moving quiz questions between courses or sites. After importing, always review the questions, answer options and correct answer flags before publishing.

Reporting Use

Quiz pass/fail data feeds progress views and reporting. Use reports to identify repeated failures, weak questions, difficult lessons or learners who may need help.

Course Builder

Course Builder is the main Pro workspace for building and managing the structure of training content. It brings course, module, lesson and quiz workflows together so administrators can work on the course structure without jumping between unrelated admin screens.

What Course Builder Does

• Shows courses, modules, lessons and quizzes in a course-focused workflow.
• Provides shortcuts for editing settings and learner-facing content.
• Supports preview links for courses, modules, lessons and quizzes.
• Helps administrators see where content sits in the Course → Module → Lesson → Quiz hierarchy.

Recommended Use

Use Course Builder when you are actively creating or reorganising a course. Start with the course, then add modules, then add lessons, then add quizzes or assessments where needed. Use the content editor only after the structure is correct.

Course Builder Actions

Common Course Builder Problems

• If a lesson appears under the wrong module, open the lesson settings and change its module.
• If a module appears in the wrong course, open the module settings and change its course.
• If content appears on the front end but cannot be edited, check the linked WordPress content page and page-builder compatibility.
• If the preview does not load, check that the required front-end pages exist and permalinks have been saved.

Course Library

Course Library contains reusable course templates, lesson templates, quiz templates, content bank items, course control views and launch checks. It helps administrators reuse good course structures and reduce repeated work.

Templates & Content Bank

The Templates & Content Bank tab lets you save reusable items from existing course content. You can create course templates, lesson templates and quiz templates, then apply them later to create new content more quickly.

Course Controls

The Course Controls tab summarises Pro course controls including learner limits, drip type, prerequisite course IDs and preview lesson IDs. Use it to check access behaviour across multiple courses without opening every course settings screen.

Launch Checklist

The Launch Checklist checks whether a course appears ready to publish. Use it before giving learners access. A course may exist in the database but still need pages, lessons, quizzes, access rules or publication status checking.

Content Bank Shortcode

Reusable content bank items can be displayed with the [hcd_content_bank_item] shortcode where the item has been saved and referenced correctly. This is useful for repeated instructions or standard notices.

Best Practice

Keep templates clean and generic. Do not save learner-specific, client-specific or outdated policy content as a reusable template unless that content should genuinely appear in future courses.

Assessments

Assessments are module-level tasks that can include written answers and tutor/admin marking workflows. Use assessments when a simple multiple-choice quiz is not enough to prove understanding or competence.

What Assessments Do

• Attach structured questions to a module.
• Allow written responses where learners need to explain, analyse or produce evidence.
• Support marking workflows for tutors or administrators.
• Feed completion, evidence and reporting records.

Creating An Assessment

Open Assessments, select the relevant module, add the assessment questions, set the requirements and save. After saving, preview the learner flow and confirm the assessment appears in the correct module context.

Marking Attempts

Assessment attempts appear in the marking workflow when a learner submits work. Review the learner answer, apply the marking decision and provide feedback where appropriate. If a resubmission is allowed, make the expected correction clear.

Import And Export

Assessment questions can be exported and imported. Use this to reuse question sets or move assessments between sites. After importing, check all questions, answer requirements and module links before publishing.

Common Problems

• If an assessment does not appear, check the module link, published status and shortcode page.
• If a tutor cannot mark it, check tutor account setup and assignments.
• If a learner cannot submit, check login status, email verification, course access and required front-end pages.

Final Exams

Final Exams are course-level exams used at the end of a course. They are separate from lesson quizzes and module assessments. Use a final exam when the course needs a final pass/fail decision before completion or certification.

What Final Exams Do

• Attach a final exam to a course.
• Support final course assessment workflows.
• Allow tutor/admin marking where written sections are used.
• Control resits where an attempt has failed or needs to be repeated.

Creating A Final Exam

Open Final Exams, select the course, create the exam questions and save. Make sure the course already has its modules, lessons and required quizzes in place so the final exam matches the final course structure.

Marking And Resits

When a learner submits a final exam, review the attempt, mark the answers and issue the result. If a learner needs another attempt, use the resit workflow rather than creating a duplicate learner record.

Certificate Connection

If certificates are issued only after course completion, confirm that the final exam result is correctly included in the completion rules. Test this with a learner account before using the course live.

Common Problems

• If the final exam does not appear, check the [hcd_final_exam] page and course ID routing.
• If learners can complete the course too early, check completion and assessment rules.
• If marking is not visible to a tutor, check tutor assignments and permissions.

Tutors

Tutors are front-end marking and review accounts. They help separate learner support and marking work from WordPress admin access.

Tutor Accounts

The Tutor Accounts tab lists tutor names, email addresses, status, email verification and last login. Use this to check whether a tutor account exists and whether it can be used.

Add Tutor

Add Tutor creates a tutor account with a display name and email address. The tutor should use the tutor login page, not the WordPress admin login page, unless they also have a separate WordPress role for another reason.

Assignments

Assignments connect tutors to the courses, modules or marking work they are responsible for. If a tutor cannot see expected work, check the assignment first.

Portal Pages

Portal Pages are the front-end pages used by tutors. They normally include tutor login, tutor dashboard, marking queue, learner review and tutor account pages.

Tutor Shortcodes

Common Problems

• If a tutor cannot log in, check the tutor account email, verification status and portal page shortcode.
• If a tutor sees no marking, check assignments and whether any learner work has been submitted.
• If a tutor lands on the wrong page, check the portal page setup and links.

Evidence

Evidence tools manage learner evidence submissions and portfolio review. Use them when a course requires learners to upload or submit proof of practical activity, workplace tasks, documents or other evidence.

Evidence Submissions

Evidence submissions are linked to learners and courses. Administrators or tutors can review submitted items and use them as part of the completion or certification decision where the course requires evidence.

Evidence Portfolio

The evidence portfolio gives a structured view of the learner’s submitted work. It helps keep assessment evidence, practical activity evidence and supporting documentation in one place.

Using Evidence In Courses

Tell learners exactly what file or information they need to submit. Vague instructions generate support requests. Include the file type, naming convention, expected content, deadline and review process in the lesson or assessment instructions.

Evidence Shortcodes

Common Problems

• If evidence cannot be uploaded, check file permissions, upload limits and whether the learner is logged in.
• If evidence does not appear in review, check the course/learner link and whether the submission completed successfully.
• If evidence is required for completion, test the full completion flow before the course goes live.

Learner Portfolio

The Learner Portfolio brings together evidence, certificates, feedback, CPD records and completion records for the learner. It is useful when a learner needs a clear record of training activity and outcomes.

What The Portfolio Shows

• Evidence submitted by the learner.
• Certificate or achievement records where available.
• Progress and completion history.
• Feedback or marking information where appropriate.

CPD Records

CPD Records track hours, learning credits and downloadable achievement records. Use these when a course needs a professional-development record rather than only a completion status.

Progress Timeline

The progress timeline shows events such as progress updates, quiz attempts, assessment submissions, evidence activity and certificate events. It is useful for support because it shows what happened and when.

Live Sessions

Live Sessions support blended learning, webinar links and attendance tracking. Use them when part of a course is delivered live rather than entirely self-paced online.

Useful Shortcodes

Commerce

Pro Commerce is the hub for paid course access, orders, discounts, bundles, payment integration and protected content rules. Use this area when courses or modules are sold rather than assigned manually.

Commerce Areas

Payment Testing

Before taking live payments, test the full checkout journey with payment providers in test mode where available. Confirm that successful payment grants access, failed payment does not grant access, and invoices/order records appear as expected.

Access After Payment

When a learner pays successfully, HT-LMS Corporate should create the correct entitlement for the purchased course, module or bundle. If access is missing, check the order status, payment webhook, entitlement record and learner email address.

Orders

Orders record course, module and bundle purchases. Use Orders when checking whether a payment completed and what access should have been granted.

Order Information

An order normally includes learner details, purchased item, amount, payment status, payment provider reference and invoice information where applicable.

Checking A Payment Problem

1. Open Orders and find the learner or payment reference.
2. Check the order status.
3. Check whether the learner email matches the learner account.
4. Check whether an entitlement was created for the purchased item.
5. Check payment-provider webhook logs if the payment status did not update.

Invoices

If invoices are enabled, the learner can view invoice records through the front-end invoice shortcode. Administrators can use order and invoice records to support purchase queries.

Common Problems

• If payment succeeded but access is missing, check webhook configuration and order status.
• If the learner used a different email at checkout, check whether the order and learner account are linked to different addresses.
• If invoices do not show, check the invoice feature, invoice page shortcode and learner login status.

Coupons

Coupons create discount codes for paid courses, modules or bundles. They are useful for promotions, client-specific pricing, staff access and controlled offers.

Coupon Settings

Testing Coupons

Test each coupon in checkout before sharing it publicly. Confirm the discount amount, item scope, expiry and usage limits behave as expected.

Common Problems

• If a coupon is rejected, check spelling, dates, status and usage limits.
• If the discount applies to the wrong item, check item-specific restrictions.
• If a learner cannot reuse a coupon, check per-learner or per-email usage rules.

Bundles

Bundles group courses and/or modules into a single purchase. Use bundles when selling training packages, role-based training sets or multi-course offers.

Creating A Bundle

Add a bundle title, description, price and included items. Check the included courses/modules carefully before publishing because bundle access depends on those selections.

Bundle Access

When a learner buys a bundle, HT-LMS Corporate should grant access to the selected bundle contents. If access is incomplete, check the bundle configuration, order status and learner entitlements.

Bundle Testing

1. Create a test bundle with known courses.
2. Complete checkout in test mode.
3. Log in as the learner.
4. Confirm every included item appears in the learner dashboard.
5. Confirm non-included items remain unavailable.

Certificates

Certificates record and display training achievements. Pro supports issued certificates, verification, QR verification and physical certificate order workflows where enabled.

Issued Certificates

The Certificates screen lists issued certificates and lets administrators inspect certificate records. Use it when checking whether a learner’s certificate has been created, viewed, verified, revoked or expired.

Certificate Verification

Verification allows a certificate code or QR code to be checked. The public verification page should confirm the certificate status without exposing unnecessary learner or admin information.

Physical Certificates

Physical certificate workflows track requests or orders for printed certificates where this feature is used. Check the certificate record and physical order status when dealing with print or dispatch questions.

Certificate Troubleshooting

• If a certificate was not issued, check completion rules, final exam status, assessment status and evidence requirements.
• If the certificate layout is wrong, check the active certificate template.
• If the QR code does not verify, check the verification page shortcode and certificate status.
• If a certificate should no longer be accepted, use the revocation/status tools where available.

Certificate Templates

Certificate Templates control certificate layout, branding and default certificate appearance. Use this area before issuing certificates so learners receive correctly branded documents.

Creating Templates

Create a template with the required layout, organisation details, course fields, learner fields, certificate code and verification information. Preview the template before making it the default.

Branding Elements

Branding can include logo, colours, issuer name, signature image and certificate wording. Where the template uses uploaded images, confirm the media attachment IDs or selected assets are correct.

Previewing Templates

Preview templates before issuing real certificates. A preview helps catch layout problems, missing logos, poor text spacing and incorrect verification wording.

Default Template

Set the default template carefully. New certificates may use the current default depending on certificate generation rules. If several courses need different designs, check the course/template assignment before launch.

Certificate Fraud Protection

Certificate Fraud Protection helps protect certificate trust by tracking status history, revoked status, expired status, invalid checks and QR verification records.

Status History

Status history records changes to a certificate over time. Use it to understand whether a certificate is valid, revoked, expired or has been changed.

Revoked And Expired Certificates

Use revocation when a certificate should no longer be accepted. Use expiry records when a certificate has passed its valid training period. Check the status carefully before responding to verification questions.

QR Verification

QR verification should send users to the certificate verification route. Test QR codes on generated certificates and preview output before going live.

Support Use

If someone reports a certificate as invalid, ask for the certificate code, verification URL, learner name, course name and screenshot of the error. Do not ask for private login details.

Reports

Reports provide operational visibility across learners, courses, completions, revenue, quiz results, activity and training outcomes. Use Reports when you need more than a single learner or single course view.

Report Areas

• Overview – high-level status and activity.
• Learner reports – learner activity, progress and completion.
• Course reports – course-level completion, engagement and outcomes.
• Assessment and quiz reports – pass/fail patterns and marking workload.
• Revenue reports – order and payment performance where commerce is used.

Using Reports For Support

Reports can help confirm whether a learner accessed a course, completed a lesson, failed a quiz, submitted evidence, passed an assessment or received a certificate. Use reports before assuming a learner-facing issue is caused by the page layout.

Common Problems

• If report numbers look wrong, check date filters, course filters and learner status.
• If revenue is missing, check order status and payment webhook status.
• If completion numbers do not match expectations, check progression, quiz, assessment and final exam rules.

Exports

Exports let administrators download operational data for review, audit, reporting or offline analysis. Use exports when a spreadsheet or evidence file is needed outside WordPress.

What To Export

Available exports depend on enabled features, but may include learners, completions, orders, certificates, assessments, evidence and report data.

Export Best Practice

• Use filters to keep export files manageable.
• Store exported learner data securely.
• Do not email sensitive exports unless the recipient and transfer method are appropriate.
• Keep audit exports separate from casual admin reports.

Export Problems

If an export does not download, check user permissions, browser pop-up/download behaviour, background job status and server logs. Large exports may be handled through the job queue or scheduled export tools depending on the feature.

Email Automation

Email Automation sends training-related emails using templates and scheduled triggers. Use it for reminders, progress nudges, assessment updates, certificate messages and other course communications.

Email Templates

Templates control the message subject and body. Use clear wording, include the action the learner needs to take, and test all links before enabling automated messages.

Triggers And Scheduling

Automated emails may be triggered by registration, enrolment, progress, failed activity, assessment submission, marking, completion, expiry or reminders depending on the configured feature.

Testing Email Automation

1. Use a test learner account with an email inbox you can access.
2. Trigger the action manually where possible.
3. Check delivery, subject line, body text and links.
4. Check logs if the email does not arrive.

Common Problems

• If no email is sent, check WordPress mail configuration and email logs.
• If links are wrong, check the required shortcode pages and site URL.
• If emails repeat unexpectedly, check scheduled tasks and automation rules.

Announcements

Announcements let administrators publish course or module messages for learners. Use them for updates, instructions, schedule changes, reminders or important course notices.

Creating Announcements

Add a clear title, select the relevant course or module, enter the message and set the status. Keep announcements concise and action-focused.

Where Announcements Appear

Announcement display depends on the front-end template and shortcode layout. Test as a learner to confirm the message appears where expected.

Managing Announcements

Edit announcements when instructions change. Delete old announcements only when they are no longer needed for learner context or record keeping.

Course Reviews

Course Reviews collect and moderate learner feedback. Use reviews to understand course quality and learner experience.

Review Moderation

Moderation lets administrators approve, reject or manage reviews depending on the site workflow. Review moderation helps prevent unsuitable or irrelevant content appearing publicly.

Using Review Feedback

Use repeated review comments to identify unclear lessons, difficult quizzes, technical problems or course content that needs improvement.

Common Problems

• If reviews do not show, check moderation status and front-end display settings.
• If learners cannot submit reviews, check course access, completion rules and page setup.

Content Rules

Content Rules control protected content and access requirements. Use them when specific downloads, lesson areas, videos or course materials should only be visible to authorised learners.

What Content Rules Protect

Rules may protect lessons, downloads, video content, paid course content and access-controlled areas depending on configuration.

Setting Rules

When creating content rules, decide what the learner must have before viewing the content: course access, module access, payment, completion, login state or another entitlement.

Testing Rules

Always test protected content with a normal learner account. Administrator previews can show content that ordinary learners cannot see.

Common Problems

• If content is visible too early, check the rule scope and learner entitlement.
• If content is blocked incorrectly, check course access, payment status, progression rules and rule conditions.
• If downloads fail, check file protection, upload paths and server permissions.

Integrations

Integrations manage payment provider settings, API options and webhook connections. Use this area when connecting HT-LMS Corporate to Stripe, PayPal, external reporting tools or automation platforms.

Payment Integrations

Stripe and PayPal settings must be configured correctly before taking live payments. Use test mode first, complete a full checkout, then confirm the order, entitlement and email records.

API And Webhooks

API and webhook settings are used when HT-LMS Corporate needs to communicate with external systems. Webhooks can notify other systems when supported LMS events occur.

Integration Testing Checklist

1. Enter provider keys or credentials carefully.
2. Use test mode first where available.
3. Trigger the event manually.
4. Check the payment/order/API/webhook logs.
5. Confirm the learner-facing result, such as access or email delivery.

Common Problems

• If payments stay pending, check webhook URLs and provider dashboard events.
• If API requests fail, check keys, permissions and endpoint URLs.
• If external systems receive duplicates, check webhook retry behaviour and external idempotency handling.

Data Tools

Data Tools manage retention, cleanup and bulk data operations. Use them for controlled maintenance, not casual editing.

Data Retention

Retention tools help manage how long records are kept. Use them in line with your organisation’s training record, privacy and audit requirements.

Cleanup Tools

Cleanup tools may remove old temporary records, expired data, test data or records selected by an administrator. Read each action carefully before running it.

Bulk Tools

Bulk tools save time when many learners, records or content items need the same operation. Start with a small test set before applying bulk actions widely.

Logs

Logs record audit events, email events, system events and operational activity. Use Logs when diagnosing what happened inside HT-LMS Corporate.

Types Of Log Information

• Audit logs – administrator, learner or system actions.
• Email logs – email send attempts and template activity.
• System logs – background processing, errors or operational messages.
• Payment/integration logs – useful when checking webhook or order problems.

Using Logs For Support

When investigating an issue, note the learner, course, approximate time, action attempted and any error shown. Then check logs around that time rather than searching the whole history without filters.

Common Problems

• If no log appears, check whether the feature logs that event type and whether logging is enabled.
• If logs are very large, use filters and retention settings.
• If a support request involves sensitive data, do not paste private keys, passwords or full personal records into a ticket.

Job Queue

The Job Queue handles background work such as certificate generation, email automation, reports, exports, webhook retries and other tasks that should not slow down a normal page load.

Queue Status

The Job Queue screen shows queued, running, failed or completed jobs depending on the current system state. Use it when something should happen automatically but has not appeared yet.

When To Check The Queue

• An email was expected but did not arrive.
• A certificate or export is delayed.
• A webhook failed and is waiting to retry.
• A report or scheduled task is not completing.

Failed Jobs

If a job fails repeatedly, check the job message, related logs, server cron behaviour and any external service involved. Do not keep retrying a job indefinitely without identifying the underlying cause.

Support Tools

Support Tools help diagnose learner access, resend messages, inspect records and resolve common support requests without manually searching every admin screen.

Access Diagnosis

Use access diagnosis when a learner says they cannot open a course, module, lesson, quiz, assessment or certificate. Check the learner account, email verification, course entitlement, publication status and progression rules.

Resend And Repair Tools

Support tools may include resend email actions, learner record shortcuts, access checks and other repair utilities. Use these before changing database records manually.

Good Support Information

For a support issue, collect the learner email, course name, affected page URL, exact action attempted, screenshot, time of issue and any visible error. Do not collect passwords or payment card details.

Advanced Pro Tools

Advanced Pro Tools provide specialist reporting, operational control and quality management features. Some tools are used daily, while others are mainly used for audits, training operations or high-volume sites.

Advanced Tool Reference

Operational Advice

Use advanced tools with clear internal processes. For example, decide who reviews risk alerts, who receives scheduled reports, who can approve managers’ sign-offs, and who is allowed to export audit packs.

Corporate Dashboard

The Corporate Dashboard is the starting point for company-level training management. It gives administrators a summary of corporate accounts, seats, manager activity, training status and the main corporate feature groups.

What The Corporate Dashboard Is For

Use the Corporate Dashboard when you need a top-level view before working on a specific account or feature area. It helps you move quickly into People And Organisation, Learning And Compliance, Risk And Evidence, Reports And Exports, Corporate Settings, Setup and licence management.

Dashboard Summary Cards

Recommended Dashboard Use

Start from the dashboard when you are diagnosing a corporate support issue. Confirm the company exists, check its seat count, confirm the manager account and scope, then inspect the relevant compliance, evidence or reporting page.

People And Organisation

People And Organisation groups together the tools used to manage companies, client portals, organisation structure, seats, managers and manager permissions.

What This Area Does

This area controls who the corporate customer is, which learners belong to that customer, how seats are assigned, which managers can see training records, and how visibility should be restricted by company, department, team or role.

Typical Order Of Work

1. Create or check the corporate account.
2. Create the client portal if the customer needs a branded manager-facing area.
3. Add organisation structure if the customer needs department, team or role reporting.
4. Create or import learners through the normal learner tools.
5. Assign seats to learners.
6. Assign managers and set manager permissions.
7. Check manager dashboard visibility using a manager test account.

Corporate Accounts

Corporate Accounts are the company or client records that sit above corporate learners, seats, managers, reports and compliance data. A corporate account usually represents one business customer, employer, client organisation or internal department group.

Creating A Corporate Account

Use Corporate Accounts to create the organisation record before assigning seats or managers. Add the company name, primary manager details and the initial seat allowance. The seat allowance controls how many learners can be assigned to that corporate customer.

Corporate Account Fields

Account Detail View

The account detail view is used to check orders, seats, assignment options, progress summaries, completion summaries and corporate reports for that organisation. Use it before making changes to seats, access or reporting because it shows the current state of the account.

Updating Seat Limits

When a corporate customer buys more seats or reduces their allowance, update the seat limit from the account tools. Increasing the limit allows additional learners to be assigned. Reducing the limit should be done carefully if active learners already exceed the new allowance.

Client Portals

Client Portals let you define customer-specific portal settings such as logos, colours, welcome text and assigned training. They are used when a corporate customer needs a branded or semi-branded manager-facing training area.

What A Client Portal Controls

• Portal branding and visual identity.
• Welcome text shown to managers or users in that corporate context.
• Default colours used for the portal experience.
• Assigned training or training guidance for the corporate account.

When To Use A Client Portal

Use a client portal when the customer should see a more tailored corporate experience instead of a generic manager dashboard. It is useful for training providers managing multiple client organisations, agencies delivering white-labelled training, or internal training teams supporting several business units.

Setup Checklist

1. Select the corporate account.
2. Add the portal name or customer-facing label.
3. Add welcome text that explains what the manager should do first.
4. Set colours that match the client or your training provider brand.
5. Check the portal with a manager account before sharing it with the customer.

Organisation Structure

Organisation Structure lets you model how a corporate customer is organised. It can include company, department, team, role and learner relationships.

Why Organisation Structure Matters

Without structure, managers usually see broad company-level training information. With structure, you can limit manager visibility, report by department or team, identify role-based training gaps and build more useful compliance evidence.

Common Structure Levels

How To Use It

Start with the smallest structure that gives useful reports. Do not create unnecessary levels. If the customer only needs whole-company reporting, a simple account may be enough. If they need department manager access or role-specific compliance checks, add the structure required for those controls.

Seats

Seats connect corporate access to learners. A seat represents one learner place assigned under a corporate account. Seats can be unused, assigned, active, completed, revoked or reset for reassignment depending on the workflow.

Seat States

Assigning Seats

Assign seats from the account detail or seat management area. Select the corporate account, choose the learner or learner email, choose the training scope and confirm the assignment. The learner may receive an invitation or access email depending on the configured workflow.

Bulk Seat Assignment

Bulk assignment is used when assigning multiple learners to the same course, module or training scope. Prepare the learner list carefully before using bulk tools. Check emails for spelling mistakes because learner access and notifications depend on them.

Resetting Seats

Reset a seat when a learner should be removed and the place returned to the corporate account for reassignment. Use this for legitimate replacement workflows, such as staff changes, test learners or a learner assigned in error.

Managers

Managers are learner-style accounts with permission to view corporate dashboard information for a company or scoped part of a company. They do not need WordPress admin access.

What Managers Can Do

Manager access depends on permissions. A manager may be able to view learner progress, certificates, evidence status, assessment history, completion reports and exports for the learners inside their permitted scope.

Manager Setup Steps

1. Create or confirm the learner account for the manager.
2. Link the manager to the corporate account.
3. Set manager permissions and scope.
4. Send the manager login or access email.
5. Test the manager dashboard using a manager account before handing it to the customer.

Manager Email Tools

Corporate account screens include manager email tools for sending manager access or update messages. Use these when a customer manager needs their link, login reminder or access details resent.

Manager Permissions

Manager Permissions control what each manager can see and do. This is one of the most important Corporate security and privacy areas because it limits access to learner information.

Permission Scope

Permission Options

Corporate settings can control whether managers can reset seats, invite learners, export reports, view certificates, view evidence and view assessment history. Use the minimum access required for the manager’s job.

Testing Manager Scope

After changing permissions, test the manager dashboard. Confirm the manager can see the learners they should see and cannot see unrelated learners from other departments, teams or companies.

Learning And Compliance

Learning And Compliance brings together automatic assignment, training needs, competency checks, expiry rules and practical skills sign-off.

What This Area Does

Use this area when the question is not just “has the learner opened a course?” but “does this person, team or role have the training and evidence needed to be considered competent or compliant?”.

Recommended Order

1. Define organisation structure and roles.
2. Create training profiles or training needs.
3. Create assignment rules for the relevant company, department, team, role or profile.
4. Use the competency matrix to check completion and evidence status.
5. Add expiry rules for retraining and certificate renewal.
6. Record practical skills sign-off where workplace competence must be confirmed.

Assignment Rules

Assignment Rules enrol or prepare learners for training based on corporate structure. A rule can target a company, department, team, role or training profile.

What Assignment Rules Are For

Assignment rules reduce manual enrolment work. Instead of assigning every learner one by one, you define who should receive the training and how the rule should behave.

Rule Fields

Testing Assignment Rules

Create the rule as draft or manual review first. Check which learners match. Confirm the result with a small test group before applying automatic enrolment to a whole company.

Training Needs

Training Needs defines which training is required for roles, profiles or groups. It is used to identify gaps between what a learner has completed and what their role requires.

How Training Needs Work

A training need connects a role, department, team or profile to required courses or skills. The Corporate add-on can then compare learners against those requirements and highlight missing training.

Use Cases

• New starters need induction, health and safety and data protection training.
• Managers need leadership, safeguarding or incident reporting training.
• Staff handling personal data need privacy and information security training.
• Specific roles need recurring certification or workplace sign-off.

Using The Matrix

After training needs are defined, use the competency matrix and risk dashboard to check who is complete, who is missing training, and which departments or roles fall below target.

Competency Matrix

The Competency Matrix shows learner competency across training, completion, certificates, evidence, assessment history and practical sign-off. It is designed for managers and administrators who need a structured view of staff readiness.

What The Matrix Helps You Answer

• Who has completed the required training?
• Who has missing or overdue evidence?
• Which certificates are valid, expired or approaching expiry?
• Who has repeated failed assessments?
• Which learners have practical sign-off recorded?
• Which department or role is below target?

How To Use It

Select the corporate account and filter by department, team, role or training item where available. Review gaps before contacting managers or learners. Use the matrix alongside reports and audit exports when preparing evidence for a customer, auditor or internal review.

Interpreting Status

A complete online course does not always mean the person is fully competent. For practical or regulated work, also check evidence submissions, assessment results, certificate validity and skills sign-off.

Expiry And Retraining

Expiry And Retraining rules control when training, modules or certificates should be considered out of date and when retraining should be prompted.

What Expiry Rules Can Track

• Course completion expiry.
• Module completion expiry.
• Certificate expiry.
• Role-based retraining requirements.
• Warning windows before expiry.

How To Configure Expiry

Create an expiry rule for the relevant training item and set the validity period. Use warning windows, such as 30, 14 and 7 days, to help managers act before training expires. Check Corporate Settings for the default expiry warning days and retraining reminder behaviour.

How To Use Expiry Reports

Use expiry information in the Risk Dashboard, Scheduled Reports and Audit Export. Expiry reports are most useful when managers receive them before certificates or training actually expire.

Skills Sign-Off

Skills Sign-Off records workplace or practical competence confirmed by an authorised person. It is useful where online course completion alone is not enough evidence.

When To Use Skills Sign-Off

Use skills sign-off for practical tasks, observed competence, workplace checks, supervisor confirmation, assessor approval or any training outcome that must be verified outside the online lesson screen.

Sign-Off Record

Risk And Evidence

Risk And Evidence groups together compliance risk monitoring, regulated document acknowledgement and external assessor access.

What This Area Does

Use this area when you need to prove training control, identify compliance gaps or allow a controlled external review without giving broad admin access.

Main Tasks

• Review risk indicators across companies or departments.
• Upload regulated documents and track acknowledgement.
• Create limited external assessor access.
• Check evidence before issuing reports to a customer or auditor.

Risk Dashboard

The Risk Dashboard highlights corporate training issues that need attention. It is designed to make gaps visible before they become customer, compliance or audit problems.

Risk Indicators

Using Risk Data

Use risk data to prioritise action. Start with expired items, overdue evidence and repeated failures. Then work through missing training and below-target departments.

Regulated Documents

Regulated Documents lets you upload policies, procedures, handbooks or other controlled documents and track whether staff have acknowledged them.

Document Types

Typical documents include health and safety policies, data protection notices, acceptable use policies, safeguarding procedures, staff handbooks, site rules, compliance statements and client-specific operating procedures.

Document Records

Document Acknowledgement Page

The front-end document acknowledgement page uses the Corporate document acknowledgement shortcode. Staff should use that page to view assigned documents and confirm acknowledgement.

External Assessors

External Assessors creates limited review access for assessors, auditors, client reviewers or other authorised third parties. It avoids giving broad WordPress admin access when someone only needs controlled evidence visibility.

Assessor Access

An assessor record can provide a limited review link with an expiry period and permission scope. Depending on permissions, the assessor may be able to view completion status, certificate status, evidence status, sign-off status or selected audit information.

Assessor Permissions

Security Checks

Use the shortest practical access period and only grant the permissions needed for the review. After creating the assessor link, check it in a private browser session so you know exactly what the assessor will see.

Corporate Reports And Exports

Corporate Reports And Exports groups together live reports, scheduled manager updates, standard CSV exports and audit evidence packs.

What This Area Does

Use this area when a customer, manager, auditor or internal stakeholder needs evidence of training completion, compliance gaps, expiry risk, evidence status or learner activity.

Report Types

• Completion and progress reports.
• Compliance and gap reports.
• Certificate and expiry reports.
• Seat and learner reports.
• Evidence and sign-off reports.
• Audit export packs.

Corporate Reports

Corporate Reports show completion, compliance, certificate and training activity information for corporate accounts.

Using Reports

Select the corporate account first, then choose any available course, module, department, team, role or date filters. Use reports for account reviews, manager updates, compliance meetings and customer support questions.

Common Report Questions

• Which learners have started training?
• Which learners have completed?
• Which learners have failed quizzes or exams?
• Which certificates have been issued?
• Which learners have missing training?
• Which departments are below target?

Exporting Report Data

Where export buttons are available, download the CSV and open it in a spreadsheet. Check filters before exporting so the file contains the right customer, training scope and date range.

Scheduled Reports

Scheduled Reports send regular corporate updates without requiring an administrator to manually export the same information each time.

Scheduled Report Options

Recipient Checks

Scheduled reports should go only to authorised contacts. Use the corporate contact or approved manager email domains. Check the recipient carefully before enabling a scheduled report.

Corporate Exports

Corporate Exports download standard CSV files for corporate progress, compliance and seat information.

Available Export Uses

• Progress exports for learner status review.
• Compliance exports for manager or customer reporting.
• Seat exports for usage and allocation review.
• Certificate exports for issued certificate tracking.

Before Exporting

Choose the correct account and filters. Check whether the export includes personal data. Store downloaded files securely and delete old exported files when they are no longer needed.

Audit Export

Audit Export builds evidence packs by company, department, role, learner or date range. It is used when you need a defensible collection of training evidence rather than a simple summary report.

Evidence Types

Using Audit Exports Safely

Audit exports can contain personal data and training records. Use the smallest date range and scope needed. Send the file only to authorised recipients and keep a record of why the export was produced.

Corporate Settings

Corporate Settings controls defaults and behaviour for corporate accounts, portals, manager permissions, expiry thresholds, evidence risk, scheduled reports and audit exports.

Account And Portal Defaults

Manager Defaults And Permissions

These settings define default manager scope and whether managers can reset seats, invite learners, export reports, view certificates, view evidence and view assessment history. Use restrictive defaults where possible, then grant wider access only to trusted customer managers.

Expiry, Evidence And Risk Defaults

These settings control expiry warning days, retraining reminder recipients, evidence overdue thresholds, repeated assessment failure thresholds, below-target department percentages, document acknowledgement reminder days and external assessor access periods.

Scheduled Report Defaults

These defaults control the normal frequency and content of new scheduled reports. Use them to make report creation quicker and more consistent across corporate customers.

Audit Export Defaults

These settings decide which evidence types are included by default when building audit exports. Keep defaults aligned with your normal evidence policy so administrators do not forget important records.

Corporate Setup

Corporate Setup creates and checks required front-end pages for the standard HT-LMS plugin, the Professional plugin and the Corporate add-on. Use it after installing Corporate and after moving a site between staging and live.

Corporate Required Pages

How To Use Corporate Setup

Open Corporate Setup and review missing pages. Create any missing Corporate pages from the setup tool. Then check the page content and confirm the shortcode is present. Save WordPress permalinks after creating pages.

Setup Troubleshooting

If a manager dashboard, assessor portal or document acknowledgement page does not load correctly, check that the page exists, the shortcode is present, the Corporate plugin is active and the relevant manager, assessor or learner has permission to view that screen.

Corporate Licence

The Corporate Licence screen is used to confirm and manage the Corporate licence connection for the add-on. Corporate features depend on an active Corporate licence and the required base plugins being installed and active.

What To Check

• Holographic Training LMS is installed and active.
• Holographic Training LMS Professional is installed and active.
• Holographic Training LMS Corporate is installed and active.
• The site has an active Corporate licence.
• The licensed domain matches the site using the Corporate add-on.

When To Use The Licence Screen

Use the licence screen after installation, after moving domain, after staging-to-live migration, after renewing a licence, or when Corporate feature pages show locked or unavailable messages.

Corporate Front-End Pages And Shortcodes

Corporate uses shortcodes to display manager dashboards, assessor access and document acknowledgement pages on the front end. These pages should be created from Corporate Setup where possible.

Shortcode Troubleshooting

If a shortcode shows as plain text, check that the Corporate plugin is active and the shortcode is on a normal WordPress page that executes shortcodes. If the screen loads but no records appear, check the account, manager permission, learner assignment, assessor token or document assignment.

Setup

Setup checks and creates required front-end pages. Pro needs the standard learner pages plus extra pages for assessments, evidence, final exams, checkout, invoices, certificates and tutor portals where those features are used.

When To Use Setup

• Immediately after installing or updating HT-LMS Corporate.
• After moving the site to staging or live hosting.
• When a shortcode page is missing or showing raw shortcode text.
• When learners, tutors or checkout flows land on the wrong page.

Page Setup

Use Page Setup to create missing pages and check existing page assignments. After creating or repairing pages, save WordPress permalinks from Settings → Permalinks.

System Health

Use System Health to check runtime requirements and required database tables. Missing tables or failed checks should be resolved before testing course delivery.

Pro Settings

Pro Settings controls site-level behaviour for branding, authentication, payments, tax, certificates, discussions, mobile/API use, logging, uninstall behaviour and policy notices.

Settings Tabs

Using Short Names Correctly

Use the long name Holographic Training LMS Corporate where there is space, such as page headings and formal help content. Use HT-LMS Corporate where shorter display text is clearer.

Professional Licence

The Licence screen manages the Pro licence status for the site. Use it to activate, validate or check the licence connection for Pro features and updates.

Licence Status

The licence status should show whether the site has an active Pro licence. If a feature appears locked, check this screen first.

Activation

Enter the licence details exactly as provided and activate the licence. Confirm the site domain matches the licence record where domain locking is used.

Validation And Updates

Validation confirms the licence remains valid. Updates may depend on the licence being active and able to communicate with the licence service.

Common Problems

• If activation fails, check the licence key, domain, network access and server firewall.
• If features are locked, check licence status and whether the licence tier includes the feature.
• If updates do not appear, check licence status and the Pro updater connection.

Dashboard

The Holographic Training LMS Corporate Dashboard is the main hub for Pro administration. It links to Course Builder, Pro Learning, Pro Commerce, Pro Certificates, Pro Reporting & Tools, Setup and Licence.

Main Dashboard Cards

Risk Summary

Where available, the dashboard may show risk summaries or alerts. Use these to prioritise failed assessments, overdue marking, missing evidence, payment issues or other operational items.

Dashboard Troubleshooting

• If a card is missing, check the user’s WordPress capability and licence status.
• If a card opens a locked notice, check the Licence screen.
• If a dashboard count looks wrong, open the relevant report or source screen and check filters.

Front-End Pages And Shortcodes

HT-LMS Corporate uses shortcodes to display learner, tutor, course, commerce, assessment, evidence and certificate pages. Page Setup should create the important pages automatically, but shortcodes can also be placed manually where needed.

Learner And Course Shortcodes

Pro Learning Shortcodes

Commerce And Certificate Shortcodes

Tutor Shortcodes

Common Shortcode Problems

• If a shortcode appears as plain text, check the plugin is active and the shortcode is typed correctly.
• If a page shows the wrong screen, check whether the wrong shortcode was placed on the page.
• If a learner cannot access a shortcode page, check login status, email verification, course access and feature licence status.
• If payment, certificate or tutor pages fail, check the relevant setup page and Pro Settings.

Recommended Workflow For Building A HT-LMS Corporate Site

The safest way to build a Corporate site is to complete the standard learning structure first, then configure Professional delivery tools, then add Corporate account and compliance controls.

Common Problems And Fixes

A Pro feature appears locked

• Open Licence and check that the licence is active.
• Confirm the licence is for the correct domain.
• Check whether the licence tier includes the feature.
• Validate the licence again if the site was moved or restored.

The learner cannot log in

• Check that the learner is using the learner login page, not WordPress admin login.
• Check that the learner account exists.
• Check email verification status.
• Use the password reset or setup email workflow if needed.
• Check session timeout settings if learners are logged out quickly.

The learner paid but cannot see the course

• Check Orders for the learner or payment reference.
• Check the order status and payment provider event.
• Check whether the learner email matches the order email.
• Check whether an entitlement was created.
• Check Content Rules and course publication status.

The learner can see the course but cannot move forward

• Check course progression mode.
• Check required lesson quizzes and pass marks.
• Check drip rules and prerequisite courses.
• Check assessment, final exam or evidence requirements.
• Use the progress timeline and reports to see the last completed action.

A tutor cannot see marking work

• Check that the tutor account is active and verified.
• Check tutor assignments.
• Check whether the learner has actually submitted the assessment or final exam.
• Check tutor portal pages and shortcodes.

A certificate was not issued

• Check course completion status.
• Check required quizzes, assessments, final exam and evidence.
• Check certificate settings and active template.
• Check the job queue if certificate generation is handled in the background.
• Check logs for certificate-related messages.

Checkout does not work

• Check Payments settings and provider mode.
• Check Stripe or PayPal credentials.
• Check webhook URL and webhook secret where required.
• Check basket and checkout shortcodes.
• Check payment provider logs and HT-LMS Corporate logs.

Emails are not arriving

• Check Email Automation settings and templates.
• Check WordPress mail delivery.
• Check email logs and job queue.
• Check spam/junk folders and domain authentication outside WordPress.

Reports look wrong

• Check filters, dates, course selection and learner status.
• Check whether the learner completed the required route, not only viewed admin previews.
• Check that background jobs and logs are processing normally.

Imported content does not look right

• Check whether the source site used a page builder or plugin that is not available on the destination site.
• Open imported course, module and lesson content in the editor.
• Run Course Library launch checks and course structure checks.
• Test all shortcodes and front-end routes.

A corporate manager cannot see any learners

• Check that the manager has a learner account.
• Check that the manager is linked to the correct corporate account.
• Check Manager Permissions and confirm the company, department, team or role scope.
• Check that learners are assigned to seats under the same corporate account.
• Check whether organisation structure filters are excluding the learners.

A learner is assigned but cannot access the corporate training

• Check that the learner account exists and the email is verified.
• Check that the seat is assigned to the correct learner email.
• Check that the seat has granted the correct course or module access.
• Check whether the course, module and lesson are published.
• Check whether the learner has been revoked or the seat was reset.

A seat cannot be reassigned

• Check the seat status and whether it is eligible for reset.
• Check manager permission if the action is being attempted by a corporate manager.
• Check whether the learner has completed training and whether the customer policy allows replacement.
• Use administrator tools if the seat was assigned to the wrong learner during setup.

The document acknowledgement page is empty

• Check that the page contains [hcd_corporate_document_acknowledgements].
• Check that the document is assigned to the correct corporate account.
• Check that the learner belongs to the relevant account or assignment scope.
• Check whether the document version is active and available.

The external assessor link does not work

• Check that the assessor record exists and is active.
• Check whether the access period has expired.
• Check that the assessor portal page contains [hcd_external_assessor_portal].
• Create a new assessor link if the old token has expired or was already exchanged for portal access.

Scheduled reports are not being received

• Check that the scheduled report is active.
• Check the recipient address and whether it belongs to an authorised corporate contact or manager domain.
• Check the report frequency and next-run timing.
• Check WordPress cron and email delivery.
• Check spam filtering on the recipient mailbox.

Corporate reports show unexpected gaps

• Check the learner’s course access and seat assignment.
• Check whether the learner belongs to the expected department, team, role or training profile.
• Check whether the report filter is excluding completed, inactive or revoked learners.
• Check expiry rules and training needs before treating a gap as an error.