# AI in Smooth LMS Overview

> **Portal:** `/lms` · **Desk:** Learning workspace

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## 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](https://smoothhiring.com/help/hrms/documents-compliance/employee-documents) and [Employee Compliance](https://smoothhiring.com/help/hrms/documents-compliance/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

1. Open **`/app/lms-settings`**.
2. Enable **AI Course Creation**.
3. Enter **OpenAI API Key** (password field).
4. Optionally set **AI Model** (e.g., `gpt-4o`, `gpt-4o-mini`).
5. 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](https://smoothhiring.com/help/hrms/documents-compliance/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

- [AI Course Creator](https://smoothhiring.com/help/lms/ai/course-creator)
- [AI Tutor](https://smoothhiring.com/help/lms/ai/ai-tutor)

## 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 |

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## 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](https://smoothhiring.com/help/hrms/documents-compliance/employee-documents), then mark the matching compliance row **Complete** with the correct renewal date.

### Where should quiz PDFs be stored for audits?

Use [Employee Document](https://smoothhiring.com/help/hrms/documents-compliance/employee-documents) 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](https://smoothhiring.com/help/hrms/documents-compliance/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](https://smoothhiring.com/help/hrms/documents-compliance/employee-documents) and updates [Employee Compliance](https://smoothhiring.com/help/hrms/documents-compliance/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](https://smoothhiring.com/help/hrms/documents-compliance/employee-documents), 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](https://smoothhiring.com/help/hrms/documents-compliance/employee-documents) with document types and expiry |
| Regulatory compliance tracking | **Smooth HR** | [Employee Compliance](https://smoothhiring.com/help/hrms/documents-compliance/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](https://smoothhiring.com/help/hrms/documents-compliance/employee-documents) and [Employee Compliance](https://smoothhiring.com/help/hrms/documents-compliance/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](https://smoothhiring.com/help/hrms/documents-compliance/employee-documents) | Store course completion certificate on the employee file |
| **Quiz Submission Report** PDF | [Employee Document](https://smoothhiring.com/help/hrms/documents-compliance/employee-documents) | Retain scored test results (safety quizzes, policy acknowledgments) |
| Mandatory training status | [Employee Compliance](https://smoothhiring.com/help/hrms/documents-compliance/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.
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## Related guides

- [AI Course Creator](https://smoothhiring.com/help/lms/ai/course-creator)
- [AI Tutor](https://smoothhiring.com/help/lms/ai/ai-tutor)

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_Last updated: May 2026_