Totara Learn Open Discussions

Using Totara Learn as a something other than learning

 
Melissa Guild
Using Totara Learn as a something other than learning
par Melissa Guild, Tuesday 5 May 2026, 21:55
 

Hi everyone, has anyone used Totara Learn as something other than learning? We are looking to use it as stock inventory, ie for our hard hats, work boots, branded clothing, and other PPE.

I was thinking of something along the lines of setting up a course called "Hard Hats" with a Label (Text block) activity which says "I acknowledge I have received a hard hat" with the Activity Completion marked as the Learner can mark as completed so they can tick off the acknowledgement. Which then assigns them to a certification so they get a notification 2 years down the track when their hard hat needs replacing. This way we can keep track of when people received their hard hats and when they are getting old and need replacing.

I haven't thought further than that and need to do some testing. One problem I can think of is that the terminology comes up with "course" and "certification" which might confuse our staff.

I'd love to know whether anyone else has been creative in their use of Totara Learn or whether my idea is a little bit crazy, hahaha.

Mel

Daniel Bond
Re: Using Totara Learn as a something other than learning
par Daniel Bond, Tuesday 5 May 2026, 23:57
Groupe Helpful contributor 2024Groupe Most helpful contributor 2023

We currently use Totara for a number of things like this:

  • Tracking when staff have been fitted with FFP3 masks (in preparation for a future pandemic, and also where we work with infectious disease patients). This is done with a selection of courses we upload completion data to (having extracted it from our testing system) and a certification that tracks the 2 year refresh period

  • Professional registration for Nursing staff which is done using just a certification where we upload completion data to (having extracted it from our HR system) and use it to send automated reminder emails

  • Staff reviewing policies and SOPs annually using a course page with a load of URL activities with manual completion, within a certification

David Cardiff
Re: Using Totara Learn as a something other than learning
par David Cardiff, Wednesday 6 May 2026, 01:17
Groupe TXP Site AdministratorGroupe V18 Program Complete

Hi Melissa,

I think what Daniel has outlined here is exactly what you have outlined for tracking users items for wear and tear etc.

If you just want to track items or keep a 'stock' sheet of sorts, then you could use a 'Database Activity', it's a bit involved but might also provide you with a way to track stock generally.

Although Totara is a Learning platform, it is very flexible, courses don't have to have a completion criteria so you can use them for different things such as a stock list and just strip them back for things like this.

Kind regards,
David Cardiff
Support Services Team Leader
UNITED KINGDOM

www.totara.com

Totara Learning Solutions Limited is globally headquartered at 2 Minster Court, London, EC3R 7BB, United Kingdom. Company number: 8696320.

Stephen Catton
Re: Using Totara Learn as a something other than learning
par Stephen Catton, Thursday 7 May 2026, 04:00
 

Hi Melissa

I use courses for

  • As a Common room for information/magazine/engagement-tool for our apprentices

  • A Staff room engagment-tool for the teaching staff with things like Question types, examples of how the other activity types can be used and an annual Christmas 'Dad joke of the day' SCORM advent calendar.

  • 'How to use the ecademy our way' video guide library

  • A Media equipment database

Cheers

Stephen