Supporting multiple tenants with Totara Learn: a scenario

Remember our recent post about how to support multiple tenants with Totara Learn? We decided to put together a scenario to help explore the idea of multi-tenancy in more detail. Remember, in this context, multi-tenancy is considered the ability to support disparate organisations within just one Totara Learn installation. We're going to take a look at how this would work for a fictional organisation, Veloci Petes.

Veloci Petes: a background

Veloci Petes specialise in designing, building and selling high-end mountain and road bikes.  With a rapidly growing team and customer base, their training and development needs have steered them towards Totara Learn.

The company is divided into three distinct areas, each supporting their own training departments. The Mountain and Road Bike Training teams are responsible for creating and managing their own specialised learning materials, with the Central Office HR department geared up to provide cross-company compliance-based training.

Administration toolkit

Veloci Petes are using a single instance of Totara Learn to support their training by reproducing their company framework within the organisational hierarchy system.

Totara Learn LMS

Administrators have created a dynamic audience for each division of the company and assigned each group the relevant learning plan templates, competencies, company goals and appraisal forms.

Totara Learn LMS

From time to time, staff assignments cycle between teams so dynamic audiences allows group membership to be automatically updated when an individual’s circumstances change. For example in July, road bike sales inflate and mechanics and fabricators from the Mountain Bike Workshop team switch teams to lend a hand.

Totara Learn LMS


Navigation and custom paint jobs

Veloci Petes have their own custom-branded designs for each division of the organisation. These themes work in tandem with the overarching company branding and have been assigned at the user level. This means every team member sees the corresponding design as soon as they’ve logged into Totara Learn.

Each team also has their own unique main menu navigation to highlight group specific resources and links, and a unique dashboard - all assigned by audience.

Division dashboards include different blocks, content, images and links specific to each team.

Totara Learn LMS

Getting up to speed

Programs, certifications and courses have been set to use audience-based visibility so staff only see learning content relevant to them within the course catalogue.

Totara Learn LMS


And so each team can be assigned the right learning at the right time, Veloci Petes use the audiences functionality to enrol staff into the corresponding programs, certifications and courses for their department. These learning items are pumped directly into each staff member’s record of learning.

Totara Learn LMS

Saddled with responsibility

Members of each of Veloci Petes' training teams have been assigned course creator rights within corresponding categories.

Course creators can create any number of sub-categories and courses within their own nominated categories. They can then populate these courses with content and activities, manage the enrolment of learners and assign trainers to manage the course.

With the Central Office HR Team managing their own dedicated category, Mountain Bike and Road Bike staff (including training staff), can be enrolled in mandatory and other compliance courses as learners.

By not providing any other training team course creator rights in the Central Office categories, the HR team can ensure only they are able to manage and update these courses.

Totara Learn LMS


With the company’s Totara Learn site configured to filter users by organisation, administrators can create custom reports tailored and accessible to the training team of each organisation, or hybrid reports capturing learning across the entire organisation.

These reports can include all enrolments and completions of any course, programs and certifications within the site to check everyone is on track.

Totara Learn LMS
Totara Learn LMS

Do you need to address multiple organisations' needs from a single LMS? Contact us today to find a Totara Partner specialising in projects like these.

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