Admin User Guide

Complete guide for administrators using AI-LMS-TMS.

Overview

As an Admin, you have comprehensive control over the training management system. You can manage classes, trainers, enrollments, and integrate with SkillsFuture Singapore (SSG) for grants and claims. This guide covers all administrative functions.

Getting Started

Logging In

  1. Navigate to the AI-LMS-TMS platform
  2. Enter your registered email address
  3. Click “Send OTP” to receive a verification code
  4. Enter the 6-digit OTP sent to your email
  5. Click “Verify & Login”

First-Time Setup

Complete your admin profile:

  1. Click on your profile icon
  2. Select “Profile”
  3. Fill in your contact details
  4. Click “Save”

Admin Dashboard

Dashboard Statistics

Your dashboard displays real-time metrics:

Metric Description
Total Learners Number of registered learners
Total Trainers Number of active trainers
Ongoing Classes Course runs currently in session
Classes (Next 7 Days) Upcoming classes this week
Classes (Next 30 Days) Upcoming classes this month
Completed Classes Total finished course runs

Upcoming Classes Widget

View immediately upcoming classes with:

  • Course name
  • Start date
  • Enrolled learner count
  • Assigned trainer

The admin sidebar provides access to:

Class Management

  • View Courses
  • View Trainers
  • Upcoming Classes
  • Ongoing Classes
  • Completed Classes
  • Create New Class
  • Enroll Learners
  • Add Trainers

TPG Management (Training Provider Gateway)

  • Apply New Grant
  • Search Grant
  • View Grant Status
  • Submit Assessment
  • View Assessments
  • Apply New Claim
  • View Claim Status
  • Upload Course Runs

Class Management

View Courses

Browse all course templates:

  1. Go to Class Management > View Courses
  2. View course list with:
    • Course name and code
    • Course type (WSQ, IBF, General)
    • Duration
    • Status
  3. Click on a course for details

View Trainers

Manage trainer information:

  1. Go to Class Management > View Trainers
  2. View trainer list:
    • Name and contact
    • Email
    • Expertise areas
    • Status (Active/Inactive)
  3. Click on a trainer for detailed profile

Updating Trainer Status

  1. Click on a trainer
  2. Click “Edit Status”
  3. Change status (Active/Inactive)
  4. Click “Save”

Upcoming Classes

View scheduled future classes:

  1. Go to Class Management > Upcoming Classes
  2. View list of upcoming course runs
  3. Each entry shows:
    • Course name
    • Start and end dates
    • Trainer assigned
    • Enrollment count
  4. Click for details or to edit

Ongoing Classes

Monitor active classes:

  1. Go to Class Management > Ongoing Classes
  2. View classes currently in session
  3. Track:
    • Progress status
    • Learner attendance
    • Assessment completion
  4. Take action if needed

Completed Classes

Review finished classes:

  1. Go to Class Management > Completed Classes
  2. View historical class data
  3. Access:
    • Final grades
    • Completion certificates
    • Attendance records
  4. Generate reports as needed

Creating a New Class (Course Run)

Step-by-Step Guide

Step 1: Select Course Template

  1. Go to Class Management > Create New Class
  2. Browse available course templates
  3. Click “Select” on the desired course

Step 2: Set Class Details

Enter course run information:

Field Description
Start Date First day of the class
End Date Last day of the class
Training Location Physical address or “Online”
Max Participants Maximum enrollment capacity
Registration Deadline Last date for enrollment

Step 3: Assign Trainer

  1. Click “Assign Trainer”
  2. Browse available trainers
  3. Review trainer qualifications
  4. Select appropriate trainer
  5. Confirm assignment

Step 4: Configure Sessions

Set up class sessions:

  1. Click “Add Session”
  2. Enter session details:
    • Date
    • Start time
    • End time
    • Location/Room
  3. Repeat for all sessions

Step 5: Review and Create

  1. Review all entered information
  2. Verify dates and assignments
  3. Click “Create Class”
  4. Class is now available for enrollment

Enrolling Learners

Manual Enrollment

  1. Go to Class Management > Enroll Learners
  2. Select the class (course run)
  3. Search for learners:
    • By name
    • By email
    • By NRIC/FIN
  4. Select learners to enroll
  5. Click “Enroll Selected”

Enrollment Options

Option Description
Individual Enroll one learner at a time
Bulk Upload Excel file with learner list
Transfer Move learner between classes

Managing Enrollment Status

Update enrollment status:

  1. Go to the class details
  2. Click “Learners” tab
  3. Select a learner
  4. Change status:
    • Confirmed: Enrollment confirmed
    • Pending: Awaiting confirmation
    • Waitlist: On waiting list
    • Cancelled: Enrollment cancelled
    • Completed: Course finished

Removing Learners

  1. Go to class details > Learners
  2. Find the learner
  3. Click “Remove”
  4. Confirm removal

Managing Trainers

Adding New Trainers

  1. Go to Class Management > Add Trainers
  2. Enter trainer information:
Field Required Description
Full Name Yes Legal name
Email Yes Login email
Phone Yes Contact number
Expertise Yes Areas of expertise
Qualifications No Educational background
Certifications No Professional certifications
  1. Click “Create Trainer”
  2. Trainer receives login credentials via email

Editing Trainer Information

  1. Go to View Trainers
  2. Click on the trainer
  3. Click “Edit”
  4. Update information
  5. Click “Save”

Assigning Trainers to Classes

  1. Go to class details
  2. Click “Change Trainer”
  3. Select new trainer
  4. Confirm assignment

TPG Management (SSG Integration)

Overview

TPG (Training Provider Gateway) Management allows integration with SkillsFuture Singapore (SSG) for:

  • Grant applications
  • Enrollment submissions
  • Assessment result reporting
  • Claims processing

Apply New Grant

Submit grant applications for funded courses:

  1. Go to TPG Management > Apply New Grant
  2. Select course and course run
  3. Enter grant details:
    • Grant type
    • Funding category
    • Supporting documents
  4. Click “Submit Application”

Search Grant

Look up existing grants:

  1. Go to TPG Management > Search Grant
  2. Enter search criteria:
    • Reference number
    • Course name
    • Date range
  3. View matching grants

View Grant Status

Monitor grant application progress:

  1. Go to TPG Management > View Grant Status
  2. View all submitted grants
  3. Check status:
    • Pending: Under review
    • Approved: Grant approved
    • Rejected: Application denied
  4. View feedback/comments

Submit Assessment

Report assessment results to SSG:

  1. Go to TPG Management > Submit Assessment
  2. Select course run
  3. Enter learner assessment results:
    • Competency outcome (Competent/Not Yet Competent)
    • Assessment date
    • Assessor information
  4. Click “Submit to SSG”

View Assessments

Review submitted assessment records:

  1. Go to TPG Management > View Assessments
  2. View all submitted assessments
  3. Check SSG acknowledgment status
  4. Download reports if needed

Apply New Claim

Submit funding claims:

  1. Go to TPG Management > Apply New Claim
  2. Select course run with completed learners
  3. Enter claim details:
    • Claim amount
    • Supporting attendance records
  4. Click “Submit Claim”

View Claim Status

Track claim processing:

  1. Go to TPG Management > View Claim Status
  2. View all submitted claims
  3. Monitor payment status:
    • Submitted: Claim received
    • Processing: Under review
    • Approved: Claim approved
    • Paid: Payment disbursed
    • Rejected: Claim denied

Upload Course Runs

Bulk upload course runs:

  1. Go to TPG Management > Upload Course Runs
  2. Download Excel template
  3. Fill in course run data
  4. Upload completed file
  5. Review import results
  6. Confirm successful imports

Certificate Management

Configuring Certificates

  1. Go to class details
  2. Click “Certificate Settings”
  3. Configure:
    • Certificate template
    • Signatory name and title
    • Logo placement
  4. Save settings

Issuing Certificates

  1. Verify learner has completed requirements
  2. Go to learner’s enrollment
  3. Click “Issue Certificate”
  4. Certificate is generated and available

Bulk Certificate Issuance

  1. Go to completed class
  2. Click “Issue All Certificates”
  3. System generates certificates for all eligible learners
  4. Certificates available for download

Reports and Analytics

Available Reports

Report Description
Enrollment Report Learner enrollment statistics
Completion Report Course completion rates
Assessment Report Assessment scores and outcomes
Trainer Report Trainer assignments and load
Financial Report Grant and claim summaries

Generating Reports

  1. Go to the relevant section
  2. Click “Generate Report”
  3. Select date range and filters
  4. Click “Export”
  5. Download as Excel or PDF

System Administration

User Management

View and manage system users:

  1. Access user list
  2. Search by name, email, or role
  3. View user details
  4. Update user roles if needed

Role Assignment

Assign or modify user roles:

  1. Select user
  2. Click “Manage Roles”
  3. Add or remove roles:
    • Learner
    • Trainer
    • Developer
    • Admin
    • Training Provider
  4. Save changes

Troubleshooting

Common Issues

Can’t create a new class?

  • Verify course template exists
  • Check you have admin permissions
  • Ensure all required fields are filled

Trainer not appearing in list?

  • Verify trainer account is active
  • Check trainer status isn’t set to inactive
  • Ensure trainer has proper role assigned

Enrollment failing?

  • Check class hasn’t reached capacity
  • Verify registration deadline hasn’t passed
  • Ensure learner account exists

SSG submission errors?

  • Verify SSG credentials are configured
  • Check data format matches SSG requirements
  • Review error messages for specific issues

Best Practices

Class Management

  1. Plan Ahead: Create classes well in advance
  2. Monitor Capacity: Track enrollment numbers
  3. Communicate: Notify trainers of assignments promptly
  4. Document: Keep records of all changes

Enrollment Management

  1. Verify Information: Double-check learner details
  2. Track Deadlines: Monitor registration cutoffs
  3. Handle Waitlists: Manage overflow appropriately
  4. Confirm Attendance: Verify learner participation

SSG Integration

  1. Submit Timely: Meet SSG submission deadlines
  2. Verify Data: Double-check all submissions
  3. Keep Records: Maintain documentation
  4. Follow Up: Track grant and claim status

Quick Reference

Status Definitions

Status Meaning
Active Currently active and available
Inactive Temporarily disabled
Pending Awaiting action or approval
Approved Successfully approved
Rejected Application/request denied
Completed Successfully finished

Keyboard Shortcuts

Shortcut Action
Esc Close modal
Enter Confirm action

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