Quality Assurance and Learner Management System (LMS) for Academic Institutions

Manage the full life-cycle of students in Private Higher Education Institutions (PHEI) and Private Colleges in South Africa,
from application and enrollment, through teaching and learning,
to graduation.

A robust, compliance-focused platform optimised for distance education, academic integrity, and learner success.



Seamless Application and Enrollment

Streamline student onboarding with automated application processes, secure enrollment forms, and instant access to learning materials upon registration.
Designed for diverse, remote learner populations.

Regulatory Compliance and Security

Ensure full alignment with DHET, CHE, and POPIA requirements through audit-ready features, data encryption, and secure handling of student information.

Auditability for all transactions and interactions
Robust security protocols
Compliance reporting and monitoring


Enhanced Teaching and Learning

Deliver engaging, interactive experiences with multimedia content, assessments, and progress tracking. Support academic integrity through plagiarism detection and secure exam environments.

Proactive at-risk flagging and advising to boost learner success.



Graduation and Alumni Management

Automate certificate issuance and alumni engagement post-graduation.

Drive institutional outcomes like higher retention and program effectiveness.



Analytics and Decision-Making

Leverage data-driven insights with KPIs, analytics dashboards, and reporting to enhance retention, reduce fraud, and improve program effectiveness.
Make informed decisions for better learner outcomes.

 
 

Detailed functionality & benefits

Assessment and Performance Management

This focuses on how the system handles assignments, exams, plagiarism, grading, and feedback, with integrations for invigilation and Artificial Intelligence (AI) tools.

  • Secure assignment submission with mandatory plagiarism declaration and AI-powered plagiarism detection.
    • Promotes academic integrity and reduces fraud, fostering a culture of honesty while providing educators with tools to quickly identify issues, ultimately improving the quality of education.
  • Invigilator registration and management (e.g., uploading ID/declarations for approval; automated email distribution of exam papers; scan-and-upload process for answer sheets).
    • Ensures supervised, secure exams in a distance-learning setup, maintaining exam validity comparable to in-person settings - ideal for geographically dispersed learners (e.g., requiring commissioners of oath or university-approved invigilators).
  • Automated notifications for assessment status (e.g., submissions, grades, feedback; overdue reminders).
    • Keeps learners engaged and informed, enabling timely interventions that improve performance and reduce dropout rates - enhancing overall learner success.
  • Grading workflow (download, mark, upload with feedback; immediate notifications for formative assessments).
    • Streamlines marking for academics, provides rapid feedback to learners for performance gauging, and supports data-driven improvements in teaching effectiveness.
  • Recording of academic misconduct (e.g., plagiarism) on learner profiles, included in transcripts.
    • Enforces accountability and due process, deterring violations while ensuring transcripts reflect a complete, honest academic history for future employers or institutions.
  • Scheduling and tracking of virtual meetings/classes with attendance monitoring.
    • Facilitates remote collaboration and identifies at-risk learners early (e.g., via low attendance), improving engagement in a diverse, non-traditional learner base.

Certification and Auditing Processes

This category includes end-of-lifecycle features like transcript generation, certification logging, and audit trails.

  • Secure transcript generation (only by Principal/Registrar; QR code for verification; linked to existing profiles to prevent "ghost learners").
    • Ensures authenticity and prevents fraud, making certifications verifiable and trustworthy - valuable for graduates in professional fields.
  • Semester record locking (editable only by Registrar) and automated certification logging (e.g., Certification Log with details like certificate number, learner info, signatures).
    • Maintains data integrity post-semester, supports auditable certification workflows, and reduces administrative errors - streamlining graduation and compliance reporting.
  • Upload and storage of scanned certificates/transcripts in a linked register.
    • Creates a secure, digital archive for easy retrieval and issuance (e.g., at graduations), enhancing efficiency and accessibility while preserving physical copies safely.
  • Full lifecycle auditing from pre-admission to alumni status.
    • Provides a comprehensive, 360-degree view of learner journeys, enabling holistic oversight and continuous improvement in program delivery.

Learner Lifecycle Management and At-Risk Support

This covers monitoring, intervention, and support throughout a learner's journey, emphasizing diversity and success.

  • 360-degree learner profiles with key indicators (e.g., flagging at-risk learners based on missed assessments, low attendance, fees issues).
    • Enables early identification and personalised interventions, increasing retention and success rates - particularly for diverse populations with varying needs (e.g., sponsored students or those with tech barriers).
  • Automated reports and segmentation (e.g., learners who failed to submit assignments, attend classes, or pay fees; lecturer performance metrics).
    • Supports data-informed decisions by the Academic Board, improving program effectiveness, lecturer development, and targeted support (e.g., assigning advisors for counseling on self-confidence and decision-making).
  • Encouragement team and advisor assignment for at-risk learners, with automated emails (e.g., bi-weekly assessment summaries with rectification instructions).
    • Proactively addresses underperformance through human-centered support, fostering resilience and reducing "pain points" like procrastination or academic difficulties.
  • Handling of withdrawals/re-admissions with automated emails and time-limited guidance.
    • Maintains learner engagement even post-withdrawal, facilitating re-entry and supporting lifelong learning as alumni.

Analytics, Reporting, and Continuous Improvement

This includes data analysis, KPIs, surveys, and integrations for external reporting.

  • Key Performance Indicator (KPI) tracking (e.g., learner/lecturer/module performance; automated actions like flagging at-risk learners).
    • Empowers quick, evidence-based decisions to enhance learner success, program quality, and institutional efficiency - e.g., analysing trends in plagiarism or grading turnaround.
  • Auto-generated reports for regulatory bodies (e.g., CHE’s HEQCIS every 6 months; annual DHET reports).
    • Simplifies compliance and auditing, saving time and ensuring accuracy in submissions - critical for accreditation and funding.
  • Learner surveys (anonymous or identified) for feedback on satisfaction, "pain points," and program content.
    • Drives iterative improvements (e.g., updating learning manuals), maintaining high standards and addressing deficiencies through monitored implementation by leadership.
  • In-house development for rapid functionality extensions.
    • Allows agile adaptations to emerging needs, ensuring the system evolves with learner and institutional requirements - enhancing long-term relevance and innovation.

User Support and Accessibility

This focuses on interfaces, resources, and support for diverse users.

  • Online accessibility via browser on any device (mobile, tablet, PC); orientation video, FAQ page, and iterative UX improvements.
    • Lowers entry barriers for tech-novice or remote learners, flattening the learning curve and promoting inclusivity (e.g., access via public facilities like libraries or PostNet stores).
  • Technical support via email/telephone and provision of printed materials (e.g., manuals).
    • Ensures equitable access for learners without personal devices or reliable internet, supporting a diverse population and reducing dropout due to technical issues.
  • Integration with online library resources and self-assessment tools.
    • Enriches the learning experience with multimedia content (videos, audio, questions), making education engaging and self-paced - ideal for adult learners balancing studies with other commitments.

System Architecture and Access Control

This category covers the foundational structure, including dual interfaces (staff-facing Kotive and learner-facing Make-Learning-Flow), role-based permissions, and data security.

  • Dual-interface design.
    • Enhances usability by tailoring experiences to user roles - staff get administrative tools, while learners access a simplified, personalized dashboard - reducing confusion and improving efficiency in a distance-learning environment.
  • Role-based access control (e.g., academic personnel limited to their modules; admins to profiles and processes; Principal/Registrar with full access).
    • Minimizes data breaches and ensures compliance with privacy laws like POPIA, protecting sensitive learner information while allowing efficient workflows (e.g., admins handle enrolments without over-access).
  • Timestamped, auditable logs for all changes (e.g., assessments, grades, transcripts) with user attribution.
    • Provides a transparent, tamper-proof audit trail, supporting regulatory compliance, dispute resolution, and institutional accountability - crucial for accreditation bodies like CHE or DHET.
  • Secure, passwordless login for learners via registered email.
    • Reduces barriers to access (e.g., forgotten passwords) while maintaining security, making the system more inclusive for diverse learners, including those in remote areas with limited tech literacy.
  • Compliance with information security principles and POPIA (The PHEI as Responsible Party, software provider as Operator).
    • Safeguards confidentiality, integrity, and availability of data, building trust and reducing legal risks - especially important for handling personal and academic records in a regulated educational context.

Integrated Data Sync and Support

Sync student data seamlessly with external systems and provide proactive support throughout the learning journey.


Google Analytics →
Track learner interactions and goals with Google Analytics for deeper insights.

Slack →
Receive notifications on key student milestones via Slack.

Clickatell →
Send automated SMS reminders to inactive students.

See the list of Integrations.