Training Provider User Guide

Complete guide for training provider administrators using AI-LMS-TMS.

Overview

As a Training Provider administrator, you have oversight of your organization’s training operations. You can view analytics, monitor performance metrics, customize branding, and manage organizational settings. This role provides strategic visibility into training delivery and business performance.

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

Configure your training provider profile:

  1. Click on your profile icon
  2. Select “Profile”
  3. Complete organization details:
    • Organization name
    • UEN (Unique Entity Number)
    • Contact information
    • Address
  4. Upload company logo
  5. Click “Save”

Dashboard Overview

Analytics Dashboard

Your dashboard provides comprehensive business intelligence:

Key Performance Indicators (KPIs)

Metric Description
Total Learners Enrolled All-time learner count
Total Grants Applied Grant applications submitted
Total Grants Awarded Successfully approved grants
Total Claims Submitted Funding claims submitted
Active Courses Currently running courses
Completion Rate Overall course completion percentage
Menu Item Description
Analytics Dashboard with metrics and charts
Courses Browse all courses

Profile Menu

Access via your profile icon:

  • Profile: Organization settings and branding
  • Help & Support: Get assistance
  • Logout: Sign out

Analytics & Reporting

View learner enrollment over time:

  1. Go to Analytics dashboard
  2. View the Enrollment Trends chart
  3. Data shows:
    • Monthly enrollment numbers
    • Year-over-year comparison
    • Growth trends
  4. Hover over data points for details

Course Popularity

See which courses are most popular:

  1. View the Course Popularity chart
  2. Ranked by enrollment count
  3. Identify:
    • Top-performing courses
    • Courses needing promotion
    • Demand patterns

Learner Demographics

Understand your learner base:

Age Profile Chart

  • Distribution of learners by age group
  • Helps target marketing efforts
  • Identify underserved demographics

Gender Breakdown

  • Male/Female ratio
  • Diversity metrics
  • Compliance reporting data

Ethnicity Distribution

  • Ethnic background breakdown
  • Diversity tracking
  • Grant eligibility analysis

Sponsorship Analysis

  • Self-sponsored vs company-sponsored
  • SkillsFuture Credit usage
  • Funding source breakdown

Financial Metrics

Track financial performance:

  1. View grant application statistics
  2. Monitor claim submissions
  3. Track approval rates
  4. Analyze funding trends

Branding & Customization

Upload and manage your organization’s logo:

  1. Go to Profile
  2. Click on the logo area
  3. Click “Upload Logo”
  4. Select image file (PNG or JPG recommended)
  5. Preview the logo
  6. Click “Save”

Logo Requirements:

  • Format: PNG, JPG, or SVG
  • Recommended size: 200x60 pixels
  • Maximum file size: 2MB
  • Transparent background recommended for PNG

Company Shortname

Set a short display name:

  1. Go to Profile
  2. Find “Company Shortname” field
  3. Enter abbreviated name (e.g., “TI” for “Tertiary Infotech”)
  4. Click “Save”

This appears in:

  • Navigation header
  • Reports
  • Certificates

Color Scheme

Customize platform colors to match your brand:

  1. Go to Profile
  2. Find “Color Scheme” section
  3. Configure colors:
Color Setting Usage
Primary Color Buttons, links, highlights
Secondary Color Accents, backgrounds
Header Color Navigation bar
Text Color Body text
  1. Preview changes
  2. Click “Save”

Tips:

  • Use colors from your brand guidelines
  • Ensure sufficient contrast for readability
  • Test on different screens

Organization Profile

Viewing Organization Details

  1. Click profile icon > “Profile”
  2. View organization information:
    • Legal name
    • UEN (Unique Entity Number)
    • Business address
    • Contact details
    • SSG registration status

Updating Organization Information

  1. Go to Profile
  2. Click “Edit”
  3. Update fields as needed:
Field Description
Organization Name Legal business name
UEN Unique Entity Number
Address Business address
Phone Main contact number
Email Primary email address
Website Company website URL
  1. Click “Save”

Course Management Overview

Viewing Courses

  1. Go to Courses
  2. Browse all courses offered by your organization
  3. View key information:
    • Course name and code
    • Type (WSQ, IBF, General)
    • Enrollment count
    • Status

Course Performance

For each course, view:

  • Total enrollments
  • Completion rates
  • Average assessment scores
  • Revenue generated

Reports & Exports

Available Reports

Report Type Description
Enrollment Report Detailed learner enrollment data
Completion Report Course completion statistics
Financial Report Grants and claims summary
Demographics Report Learner demographics breakdown
Trainer Report Trainer utilization metrics

Generating Reports

  1. Go to Analytics
  2. Click “Export Report”
  3. Select report type
  4. Choose date range
  5. Select format (Excel/PDF)
  6. Click “Generate”
  7. Download the report

Scheduling Reports

Set up automatic report delivery:

  1. Go to report settings
  2. Click “Schedule Report”
  3. Configure:
    • Report type
    • Frequency (Daily/Weekly/Monthly)
    • Recipients
  4. Click “Save Schedule”

Multi-Role Management

Switching Roles

If you have multiple roles (e.g., Training Provider + Admin):

  1. Click the role dropdown in the header
  2. Select the desired role
  3. Dashboard updates to role-specific view

Role Capabilities

Role Capabilities
Training Provider Analytics, branding, overview
Admin Class management, enrollments, SSG
Developer Course creation and editing
Trainer Class delivery, grading

SSG Integration Overview

Understanding SSG Integration

As a Singapore-registered training provider, you can integrate with SkillsFuture Singapore (SSG) for:

  • Course Registration: Register courses with SSG
  • Grant Applications: Apply for training grants
  • Enrollment Submission: Report learner enrollments
  • Assessment Reporting: Submit competency outcomes
  • Claims Processing: Submit funding claims

Note: Detailed SSG operations are managed through the Admin role. Contact your admin for specific SSG-related tasks.

Monitoring SSG Status

View SSG-related metrics in your dashboard:

  • Grants applied vs approved
  • Claims submitted vs paid
  • Pending submissions
  • Compliance status

Best Practices

Analytics Review

  1. Regular Monitoring: Check dashboard weekly
  2. Trend Analysis: Look for patterns over time
  3. Benchmark: Compare against targets
  4. Act on Data: Use insights for decisions

Branding Consistency

  1. Use Official Assets: Upload approved logos
  2. Follow Guidelines: Adhere to brand colors
  3. Test Display: Verify on different devices
  4. Update Regularly: Keep information current

Organizational Management

  1. Keep Data Current: Update profile regularly
  2. Verify Accuracy: Ensure UEN and details are correct
  3. Maintain Compliance: Meet regulatory requirements
  4. Document Changes: Track configuration updates

Troubleshooting

Common Issues

Analytics not loading?

  • Refresh the page
  • Check internet connection
  • Clear browser cache
  • Try a different browser

Logo not displaying correctly?

  • Verify image format (PNG/JPG)
  • Check file size (under 2MB)
  • Ensure correct dimensions
  • Try re-uploading

Color scheme not applying?

  • Refresh the page after saving
  • Clear browser cache
  • Check color code format (#XXXXXX)
  • Verify all required colors are set

Reports not generating?

  • Check date range selection
  • Verify data exists for the period
  • Try a smaller date range
  • Contact support if issues persist

Quick Reference

Dashboard Metrics

Metric Update Frequency
Enrollments Real-time
Completions Daily
Grants On submission
Claims On submission
Demographics Real-time

Supported File Formats

Type Formats Max Size
Logo PNG, JPG, SVG 2MB
Reports Excel, PDF N/A

Color Code Format

Use hexadecimal color codes:

  • Format: #RRGGBB
  • Example: #1a3a69 (navy blue)

Contact & Support

For Training Provider specific inquiries:

  1. Use the Help & Support menu
  2. Submit a support ticket
  3. Contact your account manager
  4. Review documentation at the help center

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