# Training Assignments

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

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## Overview

**LMS Training Assignment** tracks assigned training with explicit **Due Date** and **Status**—Pending, In Progress, Completed, or Overdue. Assignments bridge L&D operational tracking and HR compliance deadlines, complementing [Employee Compliance](https://smoothhiring.com/help/hrms/documents-compliance/employee-compliance) records that store regulatory metadata and renewal alerts.

Created manually by moderators, via onboarding automation, or bulk import during workforce campaigns.

## Key fields

| Field | Description |
|-------|-------------|
| **Employee** | User assigned (typically employee login) |
| **Course** | **LMS Course** to complete |
| **Due Date** | Deadline (required) |
| **Status** | Pending / In Progress / Completed / Overdue |
| **Assigned By** | Creator user (defaults to current user) |
| **Completed On** | Auto-set when progress reaches 100% |
| **Reminder Sent** | Internal flag for email job |

Naming series: `TA-####`. Sorted by due date ascending in list view.

## Status automation

`LMSTrainingAssignment.validate` runs on save:

1. **Duplicate check** — blocks second active assignment for same employee + course if Pending/In Progress.
2. **Progress sync** — reads **LMS Enrollment** progress:
   - 100% → **Completed** + **Completed On** = today
   - >0% → **In Progress**
3. **Overdue** — if due date past and not completed → **Overdue**

Daily scheduled job `check_overdue_assignments`:
- Marks overdue statuses
- Sends reminder emails for assignments due within 7 days (`reminder_sent` prevents duplicates)
- Email subject: "Training Reminder: {{course title}}"

## Creating assignments

**Manual (desk):**
1. Open **`/app/lms-training-assignment`** → **New**.
2. Select **Employee** (User).
3. Link **Course**.
4. Set **Due Date**.
5. Save — status starts **Pending**; ensure enrollment exists or learner self-enrolls.

**Onboarding automation:**
When **Employee Onboarding** is created, `on_onboarding_created`:
- Finds published **Mandatory** courses
- Creates **LMS Enrollment** if missing
- Creates **LMS Training Assignment** with due date = today + 30 days

Adjust default 30-day window in integration code if your policies differ.

## Learner view

Employees see assignments on **Student Home** dashboard with due dates and status badges. Click through to enrolled course to continue training.

Overdue items appear prominently—aligns with manager conversations about completion.

Reminders arrive via email to employee User mail—ensure User email matches active mailbox.

## HR alignment workflow

Recommended dual-track model:

| Track | System | Purpose |
|-------|--------|---------|
| Learning delivery | LMS Enrollment + Training Assignment | Content, quizzes, due dates |
| Compliance ledger | [Employee Compliance](https://smoothhiring.com/help/hrms/documents-compliance/employee-compliance) | Regulatory type, expiry, audits |
| Evidence storage | [Employee Document](https://smoothhiring.com/help/hrms/documents-compliance/employee-documents) | PDF certificates and quiz reports |

When assignment → **Completed**:
1. Verify quiz passes if required.
2. Download LMS certificate / quiz PDF.
3. Attach to **Employee Document**.
4. Mark **Employee Compliance** **Complete** with renewal date.

Statistics **Mandatory Training Compliance** pulls from assignment data—HR reports should reconcile numbers monthly.

## Reporting and exports

Filter desk list by **Status = Overdue** for escalation reports to managers.

Export CSV for merge with HRIS or [Employee Compliance](https://smoothhiring.com/help/hrms/documents-compliance/employee-compliance) spreadsheets.

Cross-filter with **Statistics** dashboard compliance tile for executive summaries.

## Permissions

| Role | Create | Read all | Read own |
|------|--------|----------|----------|
| System Manager | Yes | Yes | — |
| Moderator | Yes | Yes | — |
| LMS Student | No | No | Yes (if_owner) |

Students cannot edit due dates—prevents gaming deadlines.

## Tips

- Create enrollment before assignment to avoid Pending assignments with 0% progress confusion.
- Stagger due dates by department to spread support load.
- Use mandatory course flag + onboarding hook for new hires consistently.
- Do not delete completed assignments—archive for audit; HR may need historical proof.
- Pair reminder emails with manager dashboards during compliance pushes.

## Troubleshooting

| Issue | What to do |
|-------|------------|
| Active assignment exists error | Complete or cancel existing row |
| Status not updating | Open and save assignment to re-run validate |
| No reminder email | Check email queue; verify due within 7 days |
| Overdue not marking | Contact Smooth support to verify scheduled jobs |
| Employee not in list | User must exist with email; needs LMS Student role |

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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.

## 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

- [Enrollments Overview](https://smoothhiring.com/help/lms/enrollments/overview)
- [Statistics Dashboard](https://smoothhiring.com/help/lms/analytics/statistics-dashboard)
- [Employee Compliance (HRMS)](https://smoothhiring.com/help/hrms/documents-compliance/employee-compliance)
- [Employee Documents (HRMS)](https://smoothhiring.com/help/hrms/documents-compliance/employee-documents)

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_Last updated: May 2026_

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## Smooth HR (HRMS)

| Guide | Link |
|-------|------|
| HR help home | [smoothhiring.com/help/hrms](https://smoothhiring.com/help/hrms) |
| Employee records | [hrms/people/employee-records](https://smoothhiring.com/help/hrms/people/employee-records) |
| Onboarding overview | [hrms/onboarding/overview](https://smoothhiring.com/help/hrms/onboarding/overview) |
| Onboarding templates | [hrms/onboarding/onboarding-templates](https://smoothhiring.com/help/hrms/onboarding/onboarding-templates) |
| Employee onboarding | [hrms/onboarding/employee-onboarding](https://smoothhiring.com/help/hrms/onboarding/employee-onboarding) |
| Documents & compliance | [hrms/documents-compliance/overview](https://smoothhiring.com/help/hrms/documents-compliance/overview) |
| Employee compliance | [hrms/documents-compliance/employee-compliance](https://smoothhiring.com/help/hrms/documents-compliance/employee-compliance) |
| Signature templates | [hrms/documents-compliance/signature-templates](https://smoothhiring.com/help/hrms/documents-compliance/signature-templates) |