Ciphr LMS: Get more from activities and workshops

This recorded session shows admins how to get more from learning activities and workshops in Ciphr LMS. It covers finding training in the Learning Library, creating and managing activities, and uploading SCORM content. 

It also explains key settings such as duration, expiry, visibility and compliance, plus adding assessments and setting up in-person, virtual and hybrid workshops with bookings and approvals.

Use the video controls to view captions, chapters, fullscreen and speed settings

Key takeaways

• SCORM file size: most files are 10–256MB, and the LMS accepts up to 512MB. For the best user experience, aim for about 100–200MB
• Activity codes: use a pattern you can filter on, such as the first letter of the activity name plus a version number. This helps when a supplier updates the content each year
• Completed topic behaviour: we recommend “Prompt user to review or restart”, because users get a warning before they restart an activity
• Hybrid workshops: the quickest way is to create an in-person workshop and add a Teams link to the joining instructions. You can set up separate in-person and virtual workshops instead, but it takes more work
• Joining instructions: match these to your cancellation window. For example, allow cancellations up to 3 days before and send instructions 24 hours before, with the manager copied in

Completed topic behaviour

This controls what happens when a user opens an activity they’ve already completed.

Booking approval and cancellation types

You can set cancellations to be immediate or by request. If a workshop needs approval, it usually makes sense to use request cancellation as well. This stops a workshop dropping below its minimum number of delegates without anyone noticing.

Data protection settings

Q&As

• What’s the largest SCORM file I can upload?
  The LMS accepts SCORM files up to 512MB. Most files are 10–256MB. For the best experience, keep them to about 100–200MB

• How do I update an activity when the supplier sends a new SCORM version?
  Archive the old activity and add the new SCORM file as a new activity. Give it the next version number in the activity code, such as P1, then P2. Archived activities are removed from the learning library, but their data is kept. If you know when content will expire, set an expiration date and the activity will archive itself on that date

• What does marking an activity as compliance do, and what happens if I switch it off?
  It keeps training records for that activity even after users are deleted. If you switch it off, a warning tells you that any retained records for deleted users will be removed the next time the deletion process runs

• How do I stop users accidentally restarting a completed course?
  Set the completed topic behaviour to Prompt user to review or restart. Users are then asked whether they want to review or restart before anything changes. To stop them opening it again at all, choose Lock

• How do I set up a workshop people can join in person or online?
  The quickest way is to create an in-person workshop and add a Teams meeting link to the joining instructions. Say in the description that people can attend either way. You can also set up two matching workshops, one in person and one virtual, but this takes more work

• When should I send joining instructions?
  We recommend about 24 hours before the workshop, with the user’s manager copied in so they have the details if the user is off the day before. Set the cancel-up-to period a couple of days before the start date so you have final numbers in time

• Can managers see what their team has booked?
  Yes. Managers can see their own bookings and their team’s bookings in the team calendar

• Why can’t I see the reviews and feedback options?
  They may have been switched off when your LMS was set up. Contact us and we can turn them on. You can then add feedback forms and star ratings to activities

• Can workshops create Teams meetings automatically?
  Yes, if your organisation has Teams integration set up. Your IT team sets this up with Ciphr. Once it’s in place, the LMS creates the Teams link, makes the trainer the meeting organiser, and adds the meeting to their Teams and Outlook calendars

Related articles

• Learning Activities
• Attendance based training