From One-Time Setup to Verified Completion
XClassLink is not a traditional LMS. It is the operational platform that connects programme setup, classroom delivery, attendance, assessment, learner evidence, workplace learning, reporting and completion in one accountable workflow.
The Complete Training Delivery Workflow
Set the programme up once, then allow every session, learner action, approval and report to build one continuous evidence trail.
1. Set Up the Programme Once
The Class Admin creates the programme and classes, assigns the Facilitator, Coordinator and Supervisor, loads the timetable, modules, lessons and topics, and chooses the features needed for that delivery. Attendance location rules, the approved centre and radius, assessment controls, document requirements and reporting settings are configured before training starts.
2. Onboard Learners and Prepare Evidence
Learners are onboarded individually or in bulk and placed into the correct class. Secure account details are issued, required learner documents are assigned, and each learner can create the digital signature used throughout attendance and evidence records. Missing, pending, approved and declined documents remain visible with reviewer comments.
3. Deliver the Planned Training
For every session, the Facilitator sees what was planned, confirms the lesson, module or topic actually delivered, shares learning materials, opens a live classroom when needed, records join activity, and communicates with learners through announcements. The platform shows whether delivery is on schedule and preserves the history of what was taught and when.
4. Verify Attendance, Location and Identity
When location verification is enabled, the Facilitator must be inside the approved class radius before submitting the register. Learners marked present verify themselves using a time-sensitive OTP, their current location and their saved digital signature. The platform stores the verification method, coordinates, accuracy, measured distance and whether the learner was inside the approved radius.
5. Assess, Mark and Support Learners
Assignments, quizzes and examinations can be enabled only when required. Facilitators deploy work, learners submit, and results flow into the unified gradebook. Examination controls can require an invigilator, access code, approved venue or network, fullscreen mode, one active session and blocked copy or paste. Moderation, originality review, appeals, private feedback, accommodations, attendance corrections and learner support are managed through controlled workflows.
6. Build the Evidence Portfolio
Class documents, learner documents, study materials, submissions, feedback and signed attendance remain connected to the learner and class. Workplace learning adds templates, logbooks, host verification, practical evidence and PoE readiness. Reviewers can approve or decline evidence with comments, while learners can see what is still missing or requires correction.
7. Route Actions and Automate Follow-Up
The Workflow Inbox brings document reviews, attendance corrections, assessment moderation and custom approval processes into one action queue. Finalised attendance can trigger automatic emails to the assigned facilitator, coordinator, supervisor and class admin. Communication queues, reminders, daily digests, risk alerts and scheduled reports reduce manual chasing while keeping a traceable history.
8. Report, Complete and Verify
Attendance reports, learner reports and training reports combine signatures, delivery records, assessments, engagement, evidence and risk information. Dashboards and AI-supported insights explain what happened, where intervention is required and what should happen next. Completion readiness confirms that requirements are met before certificates and academic transcripts are issued, stored and independently verified.
Automation and Accountability Flow
The platform does not only store information. It sends the right evidence, reminders and actions to the right people at the right time.
Attendance Distribution
Finalised session attendance and learner status are distributed to the assigned delivery and oversight team for immediate visibility.
Absentee and Risk Follow-Up
Absences, repeated lateness, low engagement and incomplete evidence can create early-warning actions before the learner falls behind.
Workflow Inbox
Every assigned review, approval, return, correction or moderation step appears in a single prioritised queue with an audit history.
Communication Queue
Queued emails, announcements, reminders and digests are logged so administrators can confirm what was sent, delivered or still needs attention.
Scheduled Reports
Recurring reports can be scheduled for stakeholders instead of being rebuilt and manually emailed every reporting period.
Completion Readiness
The platform checks attendance, results, documents, PoE and other configured requirements before a learner is considered ready for completion.
Facilitator Workflow: Deliver, Verify and Support
The facilitator follows the planned programme, records what happened, verifies attendance and keeps learners moving without rebuilding paperwork for every session.
Follow the Planned Lesson
View the timetable, module, topic and expected session content, then record what was actually delivered and identify any schedule variance.
Run Geofenced OTP Attendance
Open the register, confirm the approved location rule, mark learner status and allow learners to complete OTP, location and signature verification.
Teach Online or In Person
Share materials, open a live classroom, retain join history, make announcements and control whether learner replies are enabled.
Assess and Give Feedback
Create assignments, quizzes or exams, mark work, use rubrics, provide private feedback and submit work into moderation where required.
Act on Learner Needs
Use Learner 360, engagement signals, attendance history, accommodations and support records to intervene before a concern becomes a failure.
Learner Workflow: Learn, Prove and Progress
Learners do more than receive content. They verify their own participation, manage evidence, complete assessments and see what is required next.
Verify Attendance Personally
Enter the session OTP, share location when required and apply the saved signature so attendance is confirmed by the learner, not only by staff.
Access Learning Anywhere
Open materials, announcements, live classes, recorded links and offline learning resources from the learner dashboard.
Complete and Track Assessments
Submit assignments, take quizzes and exams, view released marks, follow the gradebook, respond to feedback and submit an appeal where permitted.
Manage Documents and Practical Evidence
Upload required documents, respond to correction comments, capture PoE and workplace logbook evidence, and monitor readiness status.
Access Results and Verified Achievement
View learner reports, feedback, support actions, completion status, certificates and independently verifiable academic transcripts.
Coordinator and Supervisor Workflow: See and Intervene
Oversight moves from waiting for month-end spreadsheets to acting on current delivery, learner risk, evidence gaps and overdue responsibilities.
Monitor Delivery Across Classes
Track timetable progress, facilitator activity, attendance, live-class participation, assessment results and engagement from role-specific dashboards.
Follow Up on Absence and Risk
Receive attendance communication, identify absentees and high-priority learners, and retain evidence that the required follow-up happened.
Complete Reviews and Moderation
Use the Workflow Inbox for document reviews, attendance corrections, assessment moderation, returns, comments and approvals.
Generate Decision-Ready Reports
Create signed attendance reports, learner reports and training reports, supported by charts, AI narratives, evidence and recommended next actions.
Confirm Workplace and Completion Evidence
Review workplace learning, host reports, logbooks, PoE readiness and completion gaps before learners are approved for certification.
Admin Workflow: Configure, Control and Prove
Administrators control the operating rules once, manage access and automation, and maintain an audit-ready environment throughout delivery.
Configure the Delivery Model
Create organisations, classes, programme versions, timetables, modules, topics, rules, feature settings, location requirements and assessment controls.
Manage Users and Access
Create staff accounts, assign class roles, bulk-onboard learners and ensure each person sees only the classes, records and actions they are authorised to access.
Protect Documents and Privacy
Set document requirements, control sensitive learner information, review access, monitor audit history and support POPIA-aligned handling.
Operate Automation and Integrations
Manage email settings, communication queues, report schedules, health checks, calendars, helpdesk, platform extensions and available integrations.
Close the Evidence Loop
Export complete class evidence, verify workflow completion, monitor certificate readiness and maintain the certificate and transcript verification trail.
One Setup. Every Session. Complete Evidence.
See how XClassLink turns training delivery into a connected, visible and audit-ready journey for every stakeholder.