# Live Classes Overview **Live classes** in Smooth LMS deliver instructor-led sessions over **Zoom** or **Google Meet**, linked to **LMS Batch** cohorts. When HR enrolls employees in a batch—manually or as part of a structured onboarding academy—learners automatically receive calendar events, join links, and reminders. Live classes complement self-paced mandatory courses enrolled via [onboarding mandatory training](https://smoothhiring.com/help/lms/hrms-integration/onboarding-mandatory-training) and assignments from [HR](https://smoothhiring.com/help/lms/hrms-integration/assign-training-from-hr). This guide covers creation, conferencing providers, participant sync with batch enrollment, and coordination with Smooth HR onboarding and compliance workflows. > **Help URL:** [Overview](https://smoothhiring.com/help/lms/live-classes/overview) > **Integration context:** [HRMS + LMS Integration Overview](https://smoothhiring.com/help/lms/hrms-integration/overview) --- ## Table of Contents 1. [What live classes do](/#what-live-classes-do) 2. [Prerequisites](/#prerequisites) 3. [Zoom vs Google Meet](/#zoom-vs-google-meet) 4. [Create a live class](/#create-a-live-class) 5. [Batch enrollment sync](/#batch-enrollment-sync) 6. [Learner experience](/#learner-experience) 7. [HR coordination scenarios](/#hr-coordination-scenarios) 8. [Recordings and attendance](/#recordings-and-attendance) 9. [LMS Settings related options](/#lms-settings-related-options) 10. [Troubleshooting](/#troubleshooting) 11. [Related guides](/#related-guides) --- ## What live classes do | Feature | Area | |---------|------------------| | Schedule session | **LMS Live Class** | | Host conferencing | Zoom API or Google Meet via calendar | | Calendar invite | **Calendar event** linked to class | | Cohort scope | **batch_name** → **LMS Batch** | | Roster | **LMS Batch Enrollment** members | Live classes appear in batch timetable and—when enabled—batch **Live Class** tab ([Show Live Class in LMS Settings](https://smoothhiring.com/help/lms/settings/lms-settings-general)). Unlike self-paced **LMS Course** lessons, live sessions have fixed **date**, **time**, **duration**, and **timezone**. --- ## Prerequisites 1. **LMS Batch** with start/end dates and **Batch Course** links. 2. Conferencing account configured: - **LMS Zoom Settings** — OAuth token for Zoom API. - **LMS Google Meet Settings** — enabled with linked **Google Calendar**. 3. Moderator or **Batch Evaluator** role to create sessions. 4. Learners enrolled via **LMS Batch Enrollment** (creates **LMS Enrollment** for batch courses automatically). Employees must exist as Users with **LMS Student** ([Employee Auto Provisioning](https://smoothhiring.com/help/lms/hrms-integration/employee-auto-provisioning)) before batch enrollment—same requirement as HR-driven assignments. --- ## Zoom vs Google Meet | Provider | Setup area | Meeting creation | |----------|---------------|------------------| | Zoom | LMS Zoom Settings | API creates meeting; stores start_url, join_url, meeting_id | | Google Meet | LMS Google Meet Settings | Calendar event with Meet link | ### Zoom live class Whitelisted `create_live_class` on **LMS Batch**: - Requires Moderator/Batch Evaluator. - Creates Zoom meeting via API. - Saves **LMS Live Class** with passwords and URLs. **Auto Recording** options: No Recording, Local, Cloud (per Zoom account policy). ### Google Meet live class `create_google_meet_live_class`: - Requires enabled Google Meet settings + calendar. - Creates **LMS Live Class** with `conferencing_provider = Google Meet`. Choose provider based on corporate IT standards—HR IT policy may mirror [Company Setup](https://smoothhiring.com/help/hrms/getting-started/company-setup) communications tooling. --- ## Create a live class From batch desk or LMS UI: 1. Open target **LMS Batch**. 2. **Add Live Class** (or API equivalent). 3. Enter **Title**, **Date**, **Time**, **Duration**, **Timezone**. 4. Select **Zoom Account** or **Google Meet Account**. 5. Optional **Description** (agenda, pre-reading links to self-paced courses). 6. Save — system creates **LMS Live Class** + **Event**. Hosts use **Start URL**; learners use **Join URL** on session day. Update date/time on class record propagates to linked **Event** (`on_update` handler). --- ## Batch enrollment sync When **LMS Batch Enrollment** inserts: 1. Validates payment/seats/roles. 2. Creates **LMS Enrollment** for each batch course if missing. 3. Calls `add_member_to_live_class`: - Finds all **LMS Live Class** rows for batch. - Adds **Event Participants** for member email. Late enrollments after classes scheduled still receive calendar events for future sessions—not retroactive for past events unless manually added. HR adding employees mid-cohort should enroll batch promptly so live roster matches [People](https://smoothhiring.com/help/hrms/people/overview) active list. --- ## Learner experience On `/lms` batch page learners see: - Timetable with live class entries - Join buttons when session window open - Calendar invites if Google Calendar integration enabled Reminders: scheduled `send_live_class_reminder` jobs email participants before start—configure email templates in [LMS Settings](https://smoothhiring.com/help/lms/settings/lms-settings-general). Self-paced mandatory courses from [Onboarding Mandatory Training](https://smoothhiring.com/help/lms/hrms-integration/onboarding-mandatory-training) run in parallel—communicate schedule in [Onboarding Template](https://smoothhiring.com/help/hrms/onboarding/onboarding-templates) tasks. --- ## HR coordination scenarios ### New hire academy Combine: - HR **Employee Onboarding** ([Employee Onboarding](https://smoothhiring.com/help/hrms/onboarding/employee-onboarding)) for paperwork. - LMS batch for week-one live orientation sessions. - Mandatory self-paced courses auto-enrolled at onboarding insert. ### Compliance workshop Annual harassment refresher: - Live Q&A session in batch. - Pre-work SCORM course assigned via [Assign Training From Hr](https://smoothhiring.com/help/lms/hrms-integration/assign-training-from-hr). - HR marks [Employee Compliance](https://smoothhiring.com/help/hrms/documents-compliance/employee-compliance) Complete after verifying attendance + LMS certificate ([Compliance Vs Lms Certificates](https://smoothhiring.com/help/lms/hrms-integration/compliance-vs-lms-certificates)). ### Manager training Promoted managers join leadership batch; HR updates role in [People](https://smoothhiring.com/help/hrms/people/overview) and L&D enrolls batch separately from onboarding hook. --- ## Recordings and attendance Zoom **Auto Recording** stores recordings per Zoom cloud/local policy—Smooth LMS stores join metadata, not necessarily recording files. Export attendance from Zoom/Google reports if audits require proof; attach to [Employee Document](https://smoothhiring.com/help/hrms/documents-compliance/employee-documents). Quiz-based verification still uses **LMS Quiz Submission** PDF for assessment evidence. --- ## LMS Settings related options From [LMS Settings — General](https://smoothhiring.com/help/lms/settings/lms-settings-general): - **Show Live Class** — batch tab visibility. - **Show day view in timetable** — calendar UX. - **Send calendar invite for evaluations** — related calendar behavior. Disable guest access for employee-only cohorts. --- ## Troubleshooting | Issue | Resolution | |-------|------------| | Cannot create class | Need Moderator/Batch Evaluator; check Zoom/Meet credentials | | Learner no calendar invite | Batch enrollment after class; re-save enrollment or add participant | | Join URL 404 | Zoom meeting expired; create new session | | Google Meet error | Enable account; link Google Calendar | | HR roster mismatch | Compare batch enrollments with Employee active status | --- ## Related guides - [Integration Overview](https://smoothhiring.com/help/lms/hrms-integration/overview) - [Onboarding Mandatory Training](https://smoothhiring.com/help/lms/hrms-integration/onboarding-mandatory-training) - [Assign Training from HR](https://smoothhiring.com/help/lms/hrms-integration/assign-training-from-hr) - [Compliance vs Certificates](https://smoothhiring.com/help/lms/hrms-integration/compliance-vs-lms-certificates) - [LMS Settings](https://smoothhiring.com/help/lms/settings/lms-settings-general) - [Onboarding Overview](https://smoothhiring.com/help/hrms/onboarding/overview) - [Onboarding Templates](https://smoothhiring.com/help/hrms/onboarding/onboarding-templates) - [Employee Onboarding](https://smoothhiring.com/help/hrms/onboarding/employee-onboarding) - [People Overview](https://smoothhiring.com/help/hrms/people/overview) - [Employee Documents](https://smoothhiring.com/help/hrms/documents-compliance/employee-documents) - [Employee Compliance](https://smoothhiring.com/help/hrms/documents-compliance/employee-compliance) --- _Last updated: May 2026_ --- ## Facilitator preparation guide Before first session: 1. Confirm batch roster matches HR active list ([People](https://smoothhiring.com/help/hrms/people/overview)). 2. Test Zoom **Start URL** from host machine on corporate network. 3. Upload pre-read SCORM or PDF lessons as **LMS Course** prerequisites. 4. Add agenda to class **Description** with link to [portal](https://smoothhiring.com/help/hrms/onboarding/onboarding-portal) for HR questions vs L&D questions. 5. Schedule backup moderator from [Moderator pool](https://smoothhiring.com/help/lms/hrms-integration/assign-training-from-hr). After session, export attendance; attach to [Employee Document](https://smoothhiring.com/help/hrms/documents-compliance/employee-documents) when required for [compliance](https://smoothhiring.com/help/lms/hrms-integration/compliance-vs-lms-certificates). --- ## Hybrid program architecture | Week | Self-paced (LMS Course) | Live (LMS Live Class) | HR ([Employee Onboarding](https://smoothhiring.com/help/hrms/onboarding/employee-onboarding)) | |------|-------------------------|----------------------|---------------------------------------------| | -1 | — | — | Offer + background | | 0 | Mandatory modules auto-enrolled | Orientation live | I-9 tasks | | 1 | Assessments | Manager roundtable | Benefits enroll | Architecture aligns three systems without duplicate data entry—see [Onboarding Mandatory Training](https://smoothhiring.com/help/lms/hrms-integration/onboarding-mandatory-training). --- ## Timezone and global teams Always set explicit **Timezone** on live class rows. Remote employees across US timezones may need duplicate sessions or recording policy documented in [template](https://smoothhiring.com/help/hrms/onboarding/onboarding-templates) **Notes** field. Google Calendar integration respects organizer calendar timezone—verify [calendar invite settings](https://smoothhiring.com/help/lms/settings/lms-settings-general) with IT. --- ## Disaster recovery If Zoom outage: 1. Postpone via editing **LMS Live Class** date—updates Event. 2. Notify batch via LMS email tab if enabled. 3. Optionally substitute self-paced module deadline extension via [assignment due date](https://smoothhiring.com/help/lms/hrms-integration/assign-training-from-hr) edit. Document comms template in HR crisis binder next to [compliance](https://smoothhiring.com/help/hrms/documents-compliance/overview) contacts. --- ## FAQ **Can live classes exist without batch?** Stock product ties `batch_name`—create batch even for single session series. **Are instructors auto-added to Event?** Host plus batch instructors included in participant builder. **Guest speakers without Employee record?** Create limited User or forward join link outside LMS—mind security policy. --- ## Technical architecture summary ``` LMS Batch └── LMS Live Class (date, time, zoom/meet) └── Event (calendar) └── Event Participants ← LMS Batch Enrollment members Batch Course → LMS Enrollment (self-paced modules) ``` HR **Employee** links via **User** email only—no direct FK from Live Class to Employee. Reporting joins through enrollment member field and HR Employee.user_id. When batch ends, retain Event history for audits; do not delete batch if [Employee Documents](https://smoothhiring.com/help/hrms/documents-compliance/employee-documents) reference attendance exports. --- ## Capacity planning Zoom concurrent meeting limits and Google Workspace licensing constrain simultaneous live classes. HR-wide onboarding waves ([Onboarding](https://smoothhiring.com/help/hrms/onboarding/overview)) may require staggered batches—coordinate hire dates with L&D schedule before bulk [Employee Onboarding](https://smoothhiring.com/help/hrms/onboarding/employee-onboarding) submissions. Use multiple smaller batches rather than one mega-batch when [Show Employees](https://smoothhiring.com/help/lms/settings/lms-settings-general) roster exceeds facilitator capacity. --- ## Accessibility and accommodations Provide alternative self-paced path via [assignment](https://smoothhiring.com/help/lms/hrms-integration/assign-training-from-hr) with extended due date when live session inaccessible—document accommodation in [Employee Compliance](https://smoothhiring.com/help/hrms/documents-compliance/employee-compliance) notes field where appropriate. Captions and recordings depend on Zoom/Google admin settings outside LMS—IT policy should align with [HR getting started](https://smoothhiring.com/help/hrms/getting-started/overview) DEI commitments. --- ## Post-session checklist for facilitators 1. Confirm attendance export saved to [Employee Documents](https://smoothhiring.com/help/hrms/documents-compliance/employee-documents) when required. 2. Mark related [training assignments](https://smoothhiring.com/help/lms/hrms-integration/assign-training-from-hr) complete if live attendance satisfies policy without quiz. 3. Push learners to finish remaining self-paced modules from [onboarding enrollments](https://smoothhiring.com/help/lms/hrms-integration/onboarding-mandatory-training). 4. Update HR coordinator on stragglers via [Employee Onboarding](https://smoothhiring.com/help/hrms/onboarding/employee-onboarding) notes. 5. Schedule follow-up live session or office hours before batch end date. Repeat for each session in multi-week [onboarding academy](https://smoothhiring.com/help/hrms/onboarding/onboarding-templates) programs. Publish the facilitator checklist in your internal L&D wiki and link it from [HRMS + LMS Integration Overview](https://smoothhiring.com/help/lms/hrms-integration/overview) so HR coordinators know when live sessions replace or supplement desk-based [compliance](https://smoothhiring.com/help/hrms/documents-compliance/overview) tasks. ---