How to Build a Learning Management System in SmartSuite

Welcome back to another episode of SmartTips. I'm Gavin Brennen, Product Specialist here at SmartSuite, and today we're diving into how to build a Learning Management System (LMS) using SmartSuite.

This LMS setup will house your Standard Operating Procedures (SOPs)—a single, centralized place where every department can find exactly what they need to do their jobs correctly and consistently. Whether you're onboarding new team members or outlining critical workflows, this system becomes your internal source of truth.

Let’s walk through how to build it step by step.

What Is a Learning Management System in SmartSuite?

A Learning Management System in SmartSuite is a digital workspace designed to:

• Store and organize all SOPs
• Simplify onboarding for new hires
• Standardize task execution across departments
• Scale with your team as your organization grows

No matter your industry, having one centralized SOP hub boosts clarity and productivity.

Step 1: Set Up the SOPs Table

Start by creating a table to store all of your SOPs. This will serve as the foundation of your LMS.

Key Fields to Include:

• SmartDoc: This is where the actual SOP content lives. Use formatting tools to add charts, images, checklists, or structured documentation.
• Video Link: Add a Loom or YouTube URL if your SOPs are in video format.
• Image Field: Useful for displaying thumbnails or visuals in card views.
• Linked Departments: Connect each SOP to relevant departments using a linked record field that connects to your Onboarding Tracks table.
• Status: Track the SOP review or approval process.
• Global Rank (Number Field): Determines the learning order across all departments.

You can also create a form view for team members to submit SOPs as they document processes. This encourages a culture of shared knowledge.

Step 2: Create the Onboarding Tracks Table

This table defines department-specific learning tracks by linking SOPs to the relevant departments.

Include the following:

• Department Name or Track Title
• Linked SOPs Field to show all SOPs related to that track

This linkage becomes powerful when you build a dashboard that automatically filters SOPs based on selected departments.

Step 3: Build the Interactive LMS Dashboard

The dashboard brings your LMS to life with an easy-to-navigate interface. Here’s how to set it up.

How to Build the Dashboard:

1. Create a New Dashboard View
   Go to “Create New View” and select “Dashboard.”
2. Enable Edit Mode
   Click the Edit toggle to begin customizing.
3. Add a Record Selector Widget (Department Selector)
   • Source: Onboarding Tracks Table
   • Use this to choose the department or track you're viewing.‍
4. ‍Add a Second Record Selector Widget (Filtered SOP List)This only works if the first record selector is linked to a table that has a connection to the SOPs table.

1. Source: Instead of selecting the SOPs table directly, select the linked SOPs from the first widget.
2. This allows you to filter SOPs dynamically based on the selected department.
3. Add a Record Details Widget
   • Source: The filtered SOP list
   • Display: SmartDoc, Video Link, Owner, and any other key SOP details

This setup allows users to select a department, view all relevant SOPs in order, and access full SOP details in one clean dashboard.

How the SOP Learning Order Works

To define the order in which SOPs should be learned, use the Global Rank field in the SOPs table.

• Rank 1: First SOP to complete
• Rank 2–15: Subsequent SOPs in order

This provides a linear learning path across all departments or can be filtered by department-specific tracks.

Final Thoughts

Building a Learning Management System in SmartSuite is a powerful way to:

• Accelerate onboarding
• Improve process consistency
• Centralize institutional knowledge

The more SOPs you document, the more value your LMS will provide. It’s an investment in clarity, accountability, and team enablement.

If your team is scaling or you’re looking to formalize your operations, this is a great place to start. Until next week, keep enjoying SmartSuite.