Litmos Setup Best Practices


  1. Course Creation
    • Course Structure: Design and identify a standard course structure for all courses within your account. Determine key details you will include in all course descriptions such as duration, instructors contact info, value of the course (gamification), etc. This will give your LMS consistency for your learners so that courses do not vary based on the course author.
    • Survey: Consider adding a survey at the end of the course for learner feedback (you can make this module optional for your learners as well.)
    • Additional References: Upload content to the 'Additional References' tab so learners can download and print the content (.ppts, .pdfs, etc.). If you do this, make a point to mention in your course description or course content that this is where they can navigate to download content.
  2. Course Settings 
    • Active/Inactive: We always recommend making a course inactive instead of deleting it. Deleting a course deletes the content and history for that course. Making the course inactive removes the course from learner view but maintains all the completion data.
    • Course Library: If you enable the Course Library setting for a course it makes this course available to every user in your account.  If it is a course that should only be seen by specific users then you will want to leave it out of the Course Library and assign it directly to the users who need to take it (either individually or through teams).
    • Due Date: The due date setting can either be set as a time span from the date the user is assigned to the course or a static date on the calendar.  If a learner does not complete the course before the due date then Litmos will put a red ‘Overdue’ flag on the course and move it to the top of the To Do List.  The due date feature does not take away the learner’s access to the course (see course expiration).
    • Course Expiration: Course expiration works similar to the course due date, however this setting takes away the learner’s access to the course.
    • Compliance: Both settings under Compliance are very important.  The first setting ‘Compliant for’ sets how frequently the learner needs to take the course (every 90 days, 365 days, etc.). The second setting (Automatic retake) dictates when Litmos resets the course for the learner.  For example, if you set this to ‘30 days’ then 30 days before the learner is out of compliance Litmos will mark the course as incomplete, move it to the learner’s To Do List, and send them a reminder email letting them know they need to take the course again.
    • Notifications: Determine who is going to be on the notifications for this course (e.g. an Alias Admin, Course author, SME, etc) - NOTE: if nobody is selected for notifications, then the feedback button in the module player will disappear.  If feedback is still required, then consider a Survey module at the end of the course.
    • Topics/Subtopics and Categories: Outline your Categories and Topics/Subtopics (Accounts > Litmos Features) before building courses.  Adding topics/subtopics along the way as you build courses will make for inconsistency. Also building 50 courses (for example) and then deciding you would like to categorize these courses and add topics/subtopics after the fact, will mean you need to go back into each course and update manually. Outlining this ahead of time will get you ahead of the game.
    • Course Images: Start designing course images as soon as possible and try to come up with consistent designs, themes, or colors for your course images. This will give your LMS a more professional and organized look and encourage learner engagement. Example themes: color schemes per topic, similar style icons for course tiles, images for ILT courses, etc. Recommended dimensions for course images are 450x253px and accepted file types are .png, .gif, .jpg, .jpeg.
    • Course Title/Description: Place course duration in the course title or description because this will encourage learner engagement.


  1. Creating a user: The username is the unique identifier in Litmos and it is recommended that the username is the user’s email address.  This is also allow for later integrations to flow easier, as it will not duplicate users.
  2. Email: Users do not need to have a email address on file. Do not upload one for the user if they do not need to receive any email notifications or if you plan to communicated with them outside of Litmos using another messaging tool (.e.g. Salesforce emails).
  3. Bulk Import: You can import up to 5,000 people at one time using our bulk import feature.  You can also use the bulk import to make bulk updates to your users.  As long as the username remains the same, you can update any other field in the bulk import csv, re-run the import,  and it will not add the user twice but just update the information you have changed.
  4. Deactivate/Reactivate Users: We do not recommend deleting a user because that will also permanently delete that user's history/records.  Instead we recommend deactivating the user.  This will prevent the user from logging in and gaining access to your account but will maintain all your records of that user's history in Litmos. 


  1. Team Structure Planning: Diagram out your Team Structure before building it in Litmos. Although new teams (including subteams) can be built, it is not easy to rearrange a team structure after it has been created.
  2. Parent Team Start with an umbrella Team that encompasses the entire account along with all Teams within your team structure. This is important because it will make reporting on Teams easier and helps with restructuring Teams if your Team decides a new Team structure is necessary later on.
  3. Chart View: While building a large Team structure, frequently check the Chart View to verify that it aligns with the original plan.
  4. Overall Structure: Users can be in as many different teams as needed and the team hierarchy does not need to be one unit. There can be several independent hierarchies and learners can be included in all of them. For example: You may have your users on the "Customer Success" team to receive training on their daily duties as a CS Rep, but also on the "Fast Track to Management" team to work towards their internal career goals. The more teams there are, the more reporting options around these teams are available.
  5. Plan Ahead: Team structure is one of the most important steps in a successful training platform - think this through carefully as it is not easy to make changes once the team structure has been built.
  6. Access Roles: A user can have different access levels on different teams. For example: Your Sales Manager may have a "Team Leader" access level on the Sales Team, but this user might be a "Learner" on the Manager Team. We do not want this user to run reports, assign courses, or see how other managers are doing on the Manager Team. They need to simply do the training assigned to them on the Manager Team. However, I do want this user to manage the Sales Team.
  7. Roles and Permissions: Make sure you fully understand your Team Leader/Team Admin access levels under "Accounts > Roles and Permissions". Determine what you want each role to do, test this, and then begin promoting users to these access levels on teams. Remember, these roles and permissions are customizable.
  8. Update Access Roles: To demote a user from a Team Leader/Team Admin on a team, you need to click the "X" to the right of their name on the right hand side of the team page. To promote a user to Team Lead/ Admin within the team they are leading, you must go into the team they will be leading and promote them there. 
  9. Assigning Content: It is completely okay to assign learners the same training through various teams. Learners will not know this is happening and they will not see duplicate courses on their Learner Dashboard.

Account Settings

  1. Profile: Make sure you have the correct default time zone and language enabled for your account.
  2. Theme: Customize Litmos to your organization! Add your logo and change the navigation coloring. You can also decide which widgets you want your learners to see.
  3. Litmos Features
    • Gamification: Set up Badges and Points before assigning the course to learners because gamification is not retroactive.
  4. Messages & Settings: 
    • Login Page Message: Here you can enter the text you would like displayed on your login page.
    • Trainee Home Page: This is the message that will pop up once the learner successfully logs into their account.  
    • Default Fields: This is where you can see all of the default Litmos profile fields and decide which fields are mandatory for your learners to fill in. 
    • Custom Fields: Add in any custom fields you would also like to include in your user profile. 
  5. Email: Customize the emails that are sent out to your learners!  You can edit the subject and body of the email and even edit the source code to add in any custom code. 


































Have more questions? Submit a request


Article is closed for comments.