AI in Smooth LMS Overview
Portal:
/lms· Desk: Learning workspace
Overview
Smooth LMS integrates OpenAI-powered features to accelerate course authoring, personalize learning, and assist grading—controlled centrally in LMS Settings. AI capabilities require Enable AI Course Creation, a valid OpenAI API Key, and optional AI Model selection (defaults to gpt-4o).
AI features complement—not replace—HR compliance workflows. Generated content should be reviewed by subject-matter experts before mandatory training publication. Quiz PDFs and certificates still follow standard LMS → HR filing paths via Employee Document and Employee Compliance.
AI features catalog
| Feature | API / UI | Role required |
|---|---|---|
| Course outline generation | generate_course_outline, AICourseModal |
Course Creator |
| Lesson content generation | generate_chapter_lessons, generate_lesson_content |
Course Creator |
| Quiz generation | generate_quiz, save_generated_quiz |
Course Creator |
| AI Course Creator wizard | /lms → New Course → AI |
Course Creator |
| Lesson summaries | summarize_lesson, get_lesson_summary |
Learner / Creator |
| AI Tutor | ask_tutor, AITutor.vue component |
Learner |
| Open answer grading | grade_open_answer |
System on submit |
| Training recommendations | get_ai_recommendations |
Learner (uses HR employee context) |
All generation endpoints call require_course_creator() except tutor, summaries, recommendations, and grading invoked during learner flows.
Configuration
- Open
/app/lms-settings. - Enable AI Course Creation.
- Enter OpenAI API Key (password field).
- Optionally set AI Model (e.g.,
gpt-4o,gpt-4o-mini). - Save.
AI features require OpenAI credentials configured by your administrator or Smooth support.
get_ai_enabled whitelisted method returns boolean for portal UI to show/hide AI buttons.
Without configuration, AI modals hide and tutor button does not render.
HRMS data integration
get_ai_recommendations pulls Employee department, designation, and branch when HRMS installed—personalizing course suggestions based on role and completed training history.
on_employee_created hook assigns LMS Student role to new employees; on_onboarding_created auto-enrolls mandatory courses—AI recommendations build on this enrollment foundation.
Recommendations do not write to Employee Compliance automatically; HR still owns compliance ledger updates.
Governance and safety
- Review AI-generated policy training for legal accuracy before marking courses Mandatory.
- Do not paste confidential employee data into tutor chat—questions log through OpenAI API.
- Set API usage alerts in OpenAI dashboard to control costs.
- Disable AI on air-gapped deployments lacking external API access.
- Document which courses used AI assistance for internal QA audits.
Generated quizzes default to 60% passing and 3 attempts—adjust before compliance launch.
In this section
Tips
- Start with outline generation; human-edit before full lesson generation.
- Use tutor for learner support, not performance evaluation.
- Combine AI recommendations with LMS Training Assignment for structured rollouts.
Troubleshooting
| Issue | What to do |
|---|---|
| AI buttons missing | Enable in LMS Settings; hard refresh portal |
| OpenAI package error | Contact Smooth support to enable AI |
| API key invalid | Regenerate key in OpenAI console |
| Rate limits | Retry; upgrade OpenAI tier; reduce batch generation |
Frequently asked questions
Does LMS training completion automatically update Employee Compliance?
No. Smooth LMS tracks learning progress, quiz scores, and certificates. Smooth HR Employee Compliance is updated separately by HR when a regulatory or policy requirement is satisfied. Download LMS PDFs and attach them to Employee Document, then mark the matching compliance row Complete with the correct renewal date.
Where should quiz PDFs be stored for audits?
Use Employee Document on the employee record with an appropriate Employee Document Type (for example Training Record or Policy Acknowledgment). Include the Quiz Submission Report PDF exported from LMS. For organization-wide retention policies, align document type expiry settings with Employee Compliance renewal periods.
Which desk workspace manages LMS content?
Open the Learning workspace from the app switcher. Desk paths use /app/list name slugs—for example /app/lms-quiz and /app/lms-enrollment. Learners consume training at /lms on the same site.
How do new hires get enrolled in mandatory training?
When Employee Onboarding is created in HRMS, the LMS integration enrolls the employee user in every published Mandatory course and creates LMS Training Assignment rows with default due dates. Ensure the Employee record has a linked User with the LMS Student role.
What is the difference between an LMS Certificate and HR compliance?
An LMS Certificate proves course completion inside Smooth LMS. Employee Compliance in Smooth HR tracks regulatory obligations (training renewals, I-9, background checks) with scheduled expiry alerts. Course certificates do not automatically appear on the HR compliance ledger—HR attaches LMS PDFs to Employee Document and updates Employee Compliance when policy requires.
Can managers view their team's quiz scores?
Managers with Moderator or Course Creator roles can open LMS Quiz Submission list views filtered by course and member. The Statistics dashboard summarizes average assessment scores by course. For official personnel files, export PDFs and store under the employee's HR documents rather than sharing desk login credentials.
Is AI-generated training content legally binding?
No. AI drafts require human review by HR, legal, or subject-matter experts before publication—especially for mandatory compliance courses. The authoritative record for signed policy acknowledgment may still be a Smooth HR Signature Request or a filed Employee Document, not the AI chat transcript.
Glossary
| Term | Definition |
|---|---|
| LMS Course | Training container with chapters, lessons, and assessments |
| LMS Enrollment | Links a User (employee) to a course with progress tracking |
| LMS Quiz | Assessment document composed of linked questions |
| LMS Quiz Submission | Record of one learner attempt with scored results |
| LMS Training Assignment | Due-date tracker for assigned mandatory training |
| LMS Certificate | Issued credential after course or evaluation completion |
| Mandatory course | Published course flagged for auto-enrollment on onboarding |
| Cohort (LMS Batch) | Scheduled group of learners with shared live sessions and assessments |
| Employee Document | HR file-cabinet record for attachments on the employee profile |
| Employee Compliance | HR ledger for regulatory and policy compliance status with renewals |
Smooth LMS + Smooth HR capability map
Use Smooth LMS for training delivery and assessments, and Smooth HR for employee files and compliance records — both on the same account.
| Business need | Primary app | How |
|---|---|---|
| Online training library | Smooth LMS | LMS Course with chapters, lessons, video/PDF/SCORM, quizzes, assignments |
| Assign training + track progress | Smooth LMS | LMS Enrollment, LMS Training Assignment, cohort batches, progress dashboards |
| Print completed tests as PDF | Smooth LMS | LMS Quiz Submission → Quiz Submission Report print format |
| Course completion certificates | Smooth LMS | LMS Certificate with customizable print templates |
| Employee file storage | Smooth HR | Employee Document with document types and expiry |
| Regulatory compliance tracking | Smooth HR | Employee Compliance with Compliance Type renewals |
| New hire document collection | Smooth HR | Employee Onboarding portal + e-signatures |
Course completion certificates from LMS are separate from HR compliance records until HR explicitly files them. Attach LMS PDFs to Employee Document or update Employee Compliance when a training record must appear on the official employee file for audits.
LMS roles reference
| Role | Capabilities |
|---|---|
| System Manager | Full desk access; configure LMS Settings, print formats, AI keys |
| Moderator | Manage all courses, quizzes, enrollments, certificates, statistics |
| Course Creator | Author courses, quizzes, assignments; view learner submissions for own content |
| Batch Evaluator | Grade submissions, conduct certificate evaluations, manage cohort assessments |
| LMS Student | Access /lms portal; take quizzes; view own certificates and assignments |
HR users without LMS roles can still manage Employee Document and Employee Compliance records when L&D provides exported PDFs.
Connecting training records to Smooth HR
Smooth LMS and Smooth HR share one account. Completing a course does not automatically update HR compliance—you connect the two when your policy requires it.
| LMS artifact | HR destination | When to use |
|---|---|---|
| LMS Certificate PDF | Employee Document | Store course completion certificate on the employee file |
| Quiz Submission Report PDF | Employee Document | Retain scored test results (safety quizzes, policy acknowledgments) |
| Mandatory training status | Employee Compliance | Track renewal dates, expiry alerts, and audit-ready compliance status |
Recommended workflow: When an employee completes mandatory training and passes required assessments, download the LMS certificate or quiz PDF from the Learning portal or desk, then attach it to an Employee Document or update the corresponding Employee Compliance record. HR Managers can configure Compliance Type with renewal periods so expiring certifications trigger scheduled reminders—complementing LMS Training Assignment due dates.
New hires enrolled via Employee Onboarding may receive automatic LMS enrollments for courses marked Mandatory; HR still uses Employee Compliance for regulatory items (I-9, background checks) that live outside LMS.
Related guides
Last updated: May 2026