How to Sync Categories and Courses from the LMS to the SMS

Overview

This tutorial provides a step-by-step guide on how to synchronise categories and courses from your Learning Management System (LMS) to your Student Management System (SMS). It outlines the process required to align both systems, ensuring that updates made in the LMS are accurately reflected in the SMS.

By following this guide, you will learn how to ensure that your LMS structure—such as course categories and individual courses—is consistently and accurately mirrored in the SMS. This alignment helps maintain data integrity across both platforms, minimises discrepancies, and supports a more efficient workflow for administrators.

Additionally, this process streamlines enrolment and reporting tasks, reduces manual data entry, and ensures that student, course, and related information remains up to date across your systems. It is especially useful when a course has just been created in the LMS and needs to be connected to the SMS immediately. Instead of waiting for the automatic synchronisation period of approximately two hours, this process enables both systems to sync instantly, ensuring the course is ready for use without delay.

Step Tutorial

1. From the Dashboard, go to Administration, then Settings, then Details. Look for the Sync Categories/Courses button, then click it.

2. Wait a few seconds until the system confirms that the sync is complete. A confirmation modal will appear; click OK to close it. LMS courses and categories should now be reflected in the SMS.

3. Test the connection by visiting a Program Instance, then going to the Units tab.

4. Select a random unit, click the kebab menu under the Actions column, then select Edit.

5. A modal will appear. Under the LMS Course section, check whether the new categories and courses are now reflecting. If the courses and categories are now reflecting, this means the action is successful. If not, repeat the steps above.

NOTE: You do not need to save this during the verification, as it is only used to confirm that the sync is successful. However, when you are actually syncing LMS courses for a Program Instance setup, you should save it.

The steps above outline how to sync categories and courses from the LMS to the SMS.

Congratulations on completing this tutorial. We hope this has been helpful to you and your organisation. For any questions or concerns regarding this function, please reach out to the contact support via email.

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