LMS — User Guide

1. Getting started Trainee Instructor

Two doors, and most people only ever use one of them.

2. Your courses Trainee

Your page lists everything you have been asked to do, with what is still to do first.

1. Open your link. You see your name, the class, the date to finish by and how many courses you have finished.
2. Press Start or Continue on a course. Each row shows the format, how long it takes, and your percentage if you have begun.
3. Stop whenever you like. Your progress is saved as you go, so you can carry on later and on a different device (laptop, iPad or phone), by opening the same link.
4. Finished courses move to the bottom. You can open them again at any time with Open again.

A course made of modules shows as one row with its modules listed underneath, each with its own state. The next one to do is highlighted. If the course is in order, later modules show Opens after the module before until you have finished the earlier required ones, and the portal will not open them early. A module marked optional is there for you to do but is not needed to finish the course. The course is finished when every required module is finished, and you keep that even if modules are added later.

3. Working through each format Trainee

Completion is decided by the portal, not by pressing a button, so a course only counts when you have really been through it.

Inside the interactive course there is a Something unclear? button. Use it whenever a question or explanation is confusing. Your note goes to the instructor, who sees it grouped by topic before the class.

4. Certificates and your review Trainee

What you get back when you finish.

• Certificate. Finishing a course issues a certificate with its own serial number. It is a PDF you can download from your page, and it is emailed to you if you have an email address on the roster.
• Anyone can check it. Every certificate carries a code. Opening lms.hka.training/verify/CODE confirms the holder, the course and the date, with no sign-in.
• My review (interactive course). Once you have started, you get a private list of the topics to read again, with where to find them. It is guidance to help you prepare, not a mark. The instructor sees how the whole class is doing and covers common points at the start of the course.

5. Finding your way round Instructor

The dark menu on the left. On a phone it becomes a bar along the top.

6. Creating a class Instructor

One class per intake. Three short steps.

1. Details. Give the class a name, for example BIT-G November 2026. The dates are optional: Finish the pre-course by and Class starts. Without a finish-by date the portal cannot tell you who is at risk of missing it.
2. Courses. Tick the courses for this class. Search, or filter by programme. Start from a saved bundle with Start from a bundle…, and use the arrows to set the order trainees see. Only published courses can be chosen.
3. Roster. Paste one trainee per line as Name, staff number, email. Rows pasted from Excel work too. The roster is optional here, because you can add people later from the Trainees tab with Add trainee.

7. Invitations and reminders Instructor

All email is on the Messages tab of a class. Read the email state before you press anything.

1. Invitations. Preview the email shows exactly what goes out, then Send invitations. Each message carries the trainee's personal link. People without an email address are skipped and counted. Nobody is invited twice.
2. Reminders. By default a reminder goes only to trainees who are at risk (below). Remind all goes to every unfinished trainee. Nobody is reminded twice within 20 hours.
3. One person. On the Overview tab, Remind beside a name in Needs attention sends just that one.
4. Email record. The bottom of the Messages tab lists every attempt: when, to whom, what and the result.

Who counts as at risk

Plain rules, each with a reason shown beside the name. It needs a finish-by date for the date-based rules. A trainee is at risk when any of these is true:

• the finish-by date has passed and they are not finished;
• they have not started and 7 days or fewer remain;
• they would need more than about a quarter of the drills a day to finish in time;
• they have been quiet for 4 days or more with 5 days or fewer remaining;
• their drills are done but the final check is still to do, with a day or less left.

Someone on a normal pace is deliberately left alone, so reminders stay meaningful.

8. Reading a class Instructor

The top of a class page is a single sentence, for example "5 of 12 have finished. 1 is at risk of missing 6 Nov. Class focus: …", with a bar under it showing finished, in progress and not started.

• Several courses in one class. A selector under the title picks which course the page is showing. On the Trainees tab, Show all courses at a glance opens a grid of every trainee against every course.
• Show names. The checkbox on the Trainees tab hides names (they become Trainee 1, 2, 3) and the Copy link buttons. Switch names off before showing the screen to the class.
• Demo classes. A class marked demo contains only made-up people and results, used to show how the screens behave.

9. Weak points Instructor

The portal looks for patterns across the class, not for individuals who struggled.

• A trainee is affected in a topic when they got at least 2 items wrong first time and at least 40% of the items they tried.
• A topic is a class focus when at least 40% of the trainees who tried it are affected.
• An individual item is hard when at least half of those who tried it got it wrong.
• Items nobody has attempted are never counted as wrong.

10. Pre-class brief and refresher slides Instructor

For an interactive course, the header of the class has Pre-class brief and Refresher slides.

• The brief is one printable page built from the latest results: a question to open with, where the class stands, what to cover first, the hardest items, wording that may be unclear rather than just hard, what trainees said was unclear, and a box for your own notes. Print or save as PDF prints it. Save a copy freezes a dated version you can reopen later.
• The refresher slides download as a PowerPoint with a fixed structure and speaker notes, built from the same results. The instructor appendix at the back is hidden. Trainee names appear only if Show names is on.
• Both are discussion aids for the instructor. They never produce a verdict about a trainee.

11. Courses, bundles and assigning Instructor

Upload what you already have. No SCORM and no special tooling.

1. Export from PowerPoint. File > Export > PDF for plain slides, or File > Export > Create a Video (MP4) when narration or animation matters.
2. Upload. On Courses, press Upload a course, choose the file, and give a title. The programme (for example BIT-R) and cycle (for example Year 2 or Every year) are optional but keep a long list tidy. PDFs up to 150 MB and videos up to 600 MB are accepted, and the file's real type and length are checked.
3. Preview. A new upload is a Draft that is in no class. Open Preview and see it exactly as a trainee will.
4. Publish. Publish makes it available to choose in a class. Unpublish returns it to Draft.

• Edit changes the title, description, programme, cycle, duration and, for slides, whether trainees must confirm they have read and understood them.
• Delete is for a Super User only, and is refused while the course is in any class.
• Bundles are saved sets of courses, for example BIT-R Year 2 2027. Save one from step 2 of a new class, and start the next class from it. The Bundles tab on Courses lists and deletes them. Deleting a bundle never changes classes already made from it.

A course made of modules

When one course is really several parts (a policy deck, then a video, then a procedures deck), build it from its parts instead of a bundle. Trainees get one course with its modules in order, one finish line and one certificate.

1. Start. On Courses, press New course from modules and give it a title, a programme and a cycle.
2. Add the modules. Pick courses already in the catalogue from the list, or press Upload files as modules… and choose several PDFs and MP4s at once: each becomes a module in the order you chose them. Use the arrows to reorder and untick Required for a module that is nice to do but not needed.
3. Choose what finishing means. Order is in order (each module opens after the required ones before it) or any order. Certificate is one for the whole course, one for each module, or none.
4. Publish. The course starts as a Draft. Publishing offers to publish any modules that are still drafts at the same time. Then Assign it like any other course.

• A module is an ordinary course in the catalogue. Its row says Module of …, it cannot be deleted or unpublished while a published course uses it, and it can be used in more than one course.
• The course is finished when every required module is finished, worked out by the portal. Someone who has finished stays finished if you add a module later.
• Reading a class on such a course shows each module with how many are finished and how many are under way, and a row of dots beside each trainee, one per module. A reminder goes to anyone who has not finished the whole course.
• With in order the portal enforces the order itself, so a trainee cannot skip ahead by opening a link directly.

Question sets

A question set is a quiz you make in the portal. It is a course like any other: assign it on its own, or use it as a module (for example slides, then a check). Press New question set on Courses.

1. Choose the kind. Practice: the right answer and your explanation show after each answer, tries are unlimited, and finishing one full try completes it. Final check: you set a pass mark (80% suggested) and the tries allowed (3 suggested, 0 for unlimited). The answers show only at the end, and it completes only when a try reaches the pass mark.
2. Add the questions. Type them on the editor page (a topic, the question, two to five options with the right one ticked, and an explanation), or import them. Check the file shows how many can be added and names each refused row (a missing topic, only one option, a right answer that is not an option, a duplicate) before anything is saved. Then press Add.
3. Import formats. Excel (every sheet is read, and the sheet name is the topic when there is no topic column), Word (a table with a header row, or a numbered list with the right option in bold) and CSV. The same rules as the Exam site are used, so its question files work here. Templates are linked on the editor. Questions with pictures are not supported yet and are named when refused.
4. Preview, then publish. Preview runs it as a trainee sees it, with the right answer after each question, and records nothing. Publishing needs a Training Manager.

• Options such as All of the above or Both a and b keep their place when the others are shuffled. The editor also lets you fix any question's order.
• Each try is kept exactly as it was given, so changing a question later never changes what someone was asked or how they did. Editing a published set needs a Training Manager and applies to new tries.
• Reading a class. The Trainees tab shows tries and best score for each person. On the Overview, By topic shows where the class gets questions wrong, from each person's latest finished try (it needs three people, as for weak points).
• Out of tries. On a final check a person who has used every try, and has not passed, shows Allow another try on their row. It adds one try and is recorded.
• A set that is a module of a published course cannot be unpublished or deleted until it is taken out of that course.

Archiving, storing and removing old courses

A course you no longer give can be put away, kept somewhere else, and finally taken out of the portal. Each step is separate, so nothing is lost by accident.

1. Archive (Training Manager). Press Archive on the course's row. It disappears from the catalogue and the pickers, cannot be assigned or used in a new course, and cannot be changed. Everything already done is untouched: classes, results and certificates keep working, and trainees who hold it can finish it. To find it, set the status filter to Archived. Restore brings it back as a draft. A course that is a module of another course has to be taken out (or that course archived) first.
2. Download a package (Training Manager). On an archived course press Download package…. You get one .tar.gz file (any computer can open it) holding the course settings, its questions or pages, and its files: the slide deck or video, earlier versions, lesson pictures. Tick Include the results to add a spreadsheet of who did the course, their status, dates and certificate numbers. That spreadsheet holds names, staff numbers and emails: store the package as confidentially as you would a roster. Keep it outside the portal, for example in your records folder. A course made of modules lists its modules but does not contain them, because they are courses of their own.
3. Remove (Super User). Only an archived course can be removed, and only after a package was downloaded all the way to the end. If the course has results, the package has to include them, and has to be newer than the last thing anyone did in the course. The screen says exactly what will happen before you type the course title to confirm.

• Removing deletes the course, its files and everyone's progress in it. Certificates already issued are kept and still check out as genuine at the verify page.
• The course is taken out of the classes that held it. A class left with nothing else is removed too, unless its people hold issued certificates: that class stays, empty, and a Super User can delete it later.
• The download is a copy for your own storage. There is no button to load a package back in yet; the file holds everything needed to rebuild the course.
• Until you remove it, an archived course stays on the server and in the backups. Packages over about 3.5 GB are refused: ask for the files to be copied off by hand.

Lessons: pages you write in the portal

A lesson is a course you build from pages instead of uploading a file. Press New lesson on Courses. It is a course like any other: assign it alone, or use it as a module (for example a lesson, then a question set).

1. Add pages. The pages are listed on the left; add, reorder and delete them. Each page has a title and blocks.
2. Add blocks to a page. Heading, Text (a blank line starts a new paragraph, lines starting with - make a list, and **double stars** make bold), Call-out box (a note, a tip or a warning), Picture, Video (one you have already uploaded on the Courses page) and Knowledge check. Use the arrows to reorder blocks.
3. Pictures. PNG, JPEG, GIF or WebP up to 5 MB each. Every picture needs a short description, for people who cannot see it. SVG is refused because it can carry scripts.
4. Knowledge checks. Multiple-choice questions on the page, each with a topic and an explanation. A wrong answer can be tried again, and the right answer is shown only once chosen, or after three wrong tries so nobody is stuck. The explanation appears when it is answered correctly.
5. Preview, then publish. Preview runs it as a trainee sees it and records nothing. Publishing needs a Training Manager.

• Finished means the trainee has seen every page (a page counts after a couple of seconds on screen) and answered every knowledge-check question correctly. The portal decides this, not the browser. Finished people stay finished if you add a page later.
• The right answers never go to the trainee's browser until they are earned.
• Reading a class. The Overview shows Knowledge checks by topic: how many people got each topic right the first time (it needs three people).
• Text is shown exactly as typed. Web links and formatting codes are not supported, on purpose.
• Editing a published lesson needs a Training Manager and shows to everyone straight away. For a new yearly version, copy the work into a new lesson and use a new edition of the course that holds it.

The Library and new versions of a file

The Library tab on Courses lists every slide deck and video once. Each row shows the courses made of modules that use it, how many classes hold it directly, which version it is on, and how many people have started it and on which version.

1. Press Replace file… on the item and choose the corrected PDF or MP4. It has to be the same kind as the original: a deck stays a deck, a video stays a video.
2. Decide about people part-way through. By default they carry on where they were, with the pages they have already seen kept. Tick the box to start them again on the new version.
3. Finished people are never touched. They stay finished, keep their certificate, and the class screen says they finished on the earlier version.

• Everyone who opens the course after the replacement gets the new file straight away, in every course and class that uses it.
• The old file is kept. Open it from the Earlier: v1, v2 links on the row. It is for the instructor only.
• If the new deck is shorter, pages beyond its end no longer count. If it is longer, people part-way through still need to see the new pages.
• On a class screen a trainee who last used an older version shows last used version 1 (now 2), or finished on version 1.
• Replacing the file of a course needs a Training Manager (§13). The built-in interactive course cannot be replaced here.
• For a new yearly version of a whole course, use a new edition instead (below). A replaced file changes the item for everyone, last year's group included.

A new edition each year

A course that repeats, such as BIT-R, is made of modules and has one edition per year. Last year's edition and everything people did in it stay exactly as they were.

1. Press New edition… on the course. The first time, say what the current edition is called (for example 2027), then label the new one (for example 2028). The label is shown to everyone after the title, so "BIT-R (2028)".
2. Swap what changed. The new edition is a draft copy with the same modules and settings, and opens straight in the editor. Replace, add or remove only the modules that are different.
3. Publish it. The older edition stays published and can still be assigned, but is marked Older edition with a note of the newer one.

• Assigning. Picking an older edition tells you a newer one exists and offers Use the newer edition. Because the editions are different courses, someone who finished last year's is simply given this year's with no extra tick needed, while someone still part-way through this year's is skipped as before.
• Results and certificates belong to their edition, so the certificate says, for example, "BIT-R (2027)".
• Editing a published edition changes it for everyone using it, and the editor says how many classes that is. For next year, make a new edition instead.
• The BIT-R due date is still worked out from the BIT record, not from editions.

Assigning a course

The Courses page is your catalogue. A published course can be given straight to the people who need it, without setting up an intake first.

1. Choose the course. Press Assign on its row, or tick several published courses and press Assign selected…. You can also start from a person's page, a group's page, or by ticking people on the People tab and pressing Assign courses….
2. Choose who. Either A group (§12) or People I choose, which you can narrow by fleet, rank and base.
3. Set a finish-by date if there is one, and give it a name if you want to. Otherwise it is named after the course and the group.
4. Check the line before you press Assign. It says how many people will get it and who is skipped and why: someone inactive, someone who has it and has not finished, or someone who has already finished it.

• An assignment is an ordinary class marked assigned in the Classes list. Everything in §6 to §10 works on it: personal links, invitations, reminders, who is at risk, weak points and certificates. Nothing is emailed until you send the invitations from that class.
• A yearly repeat. People who already finished the course are skipped by default, so assigning to a whole group twice never hands anyone the same course again by accident. For a course that repeats, such as BIT-R, tick Include people who already finished it and they are given it again.
• Assigning again to a group later gives the course only to people who have joined the group since, because everyone else already has it.

12. People and groups Instructor

A class roster is a list of names for one intake. People joins them up, so the same person in two classes is one record and not two.

• How people are matched. When someone is added to a class, they are matched to an existing person by staff number first, then by email. If neither matches, they become a new person. A name on its own is never used to join people, because two people can share a name.
• The list. Search by name, staff number or email. Each row shows the number of classes, courses finished out of courses assigned, last activity and when the next BIT-R is due (marked overdue or in N d when it is within 90 days). The filter can show just the people whose BIT-R is overdue or due within 90 days, as well as active people, people with courses not finished, inactive people, or everyone.
• One person. Every class they are on, with each course's status, progress, last activity and certificate (with Email it or Resend), plus one Copy personal link at the top of the page. A person has a single link for life, however many classes and assignments they are given, so there is nothing new to send when you assign them another course.
• Edit. Change the name, staff number, email, fleet, rank or base once and it is corrected everywhere that person appears. A staff number that already belongs to someone else is refused.
• Fleet, rank and base. These are typed in by hand, because the portal has no feed for them. Fill them in once and use them to filter the People list and to build groups. The boxes suggest values already in use, and capital letters do not matter when people are matched, so a320 and A320 are the same.
• Add people. Press Add people and paste one person per line: name, staff number, email, fleet, rank, base. Pasting rows straight from Excel works, and a first line starting with Name is skipped. Each line needs a staff number or an email. Adding the same list again updates people and never duplicates them, and a blank cell never erases what is already known. Lines that cannot be added are listed with the reason.
• Doing several at once. Tick people on the list, or tick the box at the top for everyone shown, and a bar appears: Assign courses…, Add to a group… and Set fleet, rank, base… (a box left empty keeps what each person has now).
• BIT record. On a person's page, add each BIT they attend with its date: BIT-G (initial, on joining), BIT-R (refresher), BIT-P (type performance), BIT EFB (initial joiners) and BIT on conversion (CCQ). Only BIT-R repeats, every 12 months. The next BIT-R is due 12 months after the person's most recent BIT-R, or after their BIT-G if they have not had a BIT-R yet. The other kinds are kept on the record but do not move the BIT-R date. A BIT can only be recorded once it has taken place, and a wrong entry can be removed.
• Add to a class. Puts an existing person on another class. It appears on the same personal page they already have. Nothing is emailed until you send the invitations.
• Inactive. Untick Active in Edit for someone who has left or should not be chased. They get no invitations and no reminders. Their record and certificates stay, and you can reactivate them at any time.

Groups

A group is a named set of people you can give courses to in one step. Open the Groups tab on People. There are two kinds.

• By rule. For example A320 captains: choose fleet A320 and rank Captain. Choosing several values for one field means either (A320 or A330), and fields combine as and. The group follows people by itself: when someone's rank or fleet changes, or a new person is added with those details, they join or leave. Inactive people are never in it. A live count tells you how many people it matches before you save.
• Hand-picked. A list you keep, for people who share no common detail, for example BIT-R November cohort. Add people from the group's page, or tick them on the People tab and press Add to a group…. Remove them one at a time.

A group's page shows who is in it, how far through their courses they are, and every assignment made to that group. Assign a course is at the top. Deleting a group never deletes the people or the classes it created.

13. Roles: who can do what Instructor

Training Managers create the courses, Training Admins enroll trainees onto them, and Instructors deliver the class. Super Users also remove things and choose the Training Admins.

• Where each role comes from. Super Users and Training Managers come from LOE: the portal reads the person's LOE role when they sign in, so Training Managers are never listed in the portal. Training Admins are the list on the Team page. Everyone else who can sign in is an Instructor. Everyone still needs the learning portal ticked on their LOE account to get in.
• More than one role. A person can be a Training Manager in LOE and also be on the Team list as a Training Admin. They then get both sets of abilities. The menu footer shows the role.
• Team page (Super Users). Type the email someone signs in with and press Add to make them a Training Admin. Make an Instructor again takes it back (a Training Manager stays one, because that comes from LOE). A change applies at once, without them signing in again, and is recorded in the audit.
• A Training Manager's LOE role is read when they sign in, so a change made in LOE shows after their next sign-in.
• Buttons you cannot use are left out rather than greyed. If you try something through a link you were sent, the portal says who it is for.

14. Who sees what, and deleting Instructor

• Changes such as creating or deleting a class, assigning a course, uploading or publishing a course, saving a bundle, editing, importing or merging people, changing a group, and opening a person's page are written to an audit record with who did it and when. Every email attempt is listed in the class's email record.
• Delete this class (bottom of the Overview tab) is for a Super User only. It removes the class, its trainees, their progress, certificates and the email record, so you must type the class name to confirm. It cannot be undone.
• The portal's data is backed up every night.

15. FAQ