Create a custom LMS agent for learners

Create specialized digital coaches to help learners get quick answers during training. These custom LMS agents connect to your course materials and can reduce repeat questions for your subject matter experts. Before you start, plan your agent rollout so you know your use case and target audience.

Creating coaching agents requires Super Admin permissions and the custom agents add-on turned on.

NOTE

The LMS and ClearCo app do not share workspaces. Coaching agents built for learners only work in the learning management system and cannot be used in the ClearCo app.

Open the coaching agent workspace

Turn on the feature and open the setup area to start building your coaching agent.

1. Go to Settings > Options and toggle AI Agents on.

    

2. Once on, go to Admin > Agent Studio > Manage Agents.

    

3. Then select Create Agent.

    

Want a jump start? Use one of the 51 pre-built templates, such as Team Leadership Coach, Business Communication Coach, or Sales Coach. Explore templates: Custom LMS agent templates reference.

Define the coaching agent

Set up the agent’s name, purpose, and tone so it matches your learning goals.

Enter a title in the Agent Name field.

1. Describe what the agent should help with in the Agent Purpose field. Focus on one clear use case, such as helping new supervisors handle difficult feedback conversations.
2. Enter a short summary in the Agent Snapshot field so learners know what the agent does.
3. Enter the opening message in the Icebreaker field to welcome users and suggest what they can ask.
4. Choose a Personality that fits the topic, such as an analytical tone for an OKR & KPI Coach or an empathetic tone for an Employee Burnout Support Coach.

 

Add course materials and knowledge

Attach the materials the agent will use to answer learner questions.

1. To link a secure external URL repository, select Cloud File.
2. Attach existing training content from your library, choose Learning Object. 
   • Open Access: Shares files with anyone using the agent, skipping any blocks you set in the learning management system (LMS).
   • Inherited Access: Follows the rules you already set in your LMS, so only approved employees can see them.
3. Use File Upload to attach unencrypted PDF and DOCX file.
4. Or, paste text into the field with Manual Input.
5. File limits for Learning Objects: The platform tracks how many files you add based on who is allowed to view them. If your lessons are open to everyone in the company, you can add as many of them as you want. If your content is limited to certain groups, the system allows a total of 29 items. For example, your library setup can include 50 open lessons and 29 private lessons at the same time.

WARNING

The system cannot process AICC files. Files larger than one gigabyte will fail to upload. The AI also cannot index images inside SCORM packages, so include clear text descriptions for visual content in your course summaries.

Assign learner access

Choose which learners can use the agent.

1. Enter a profile name or email address in the User Access field to assign the agent to individual learners.
2. Use the Group Access field to assign the agent to specific learning groups.

 

NOTE

Learners can only get coaching on materials they already have permission to view. Make sure your target audience is enrolled in the attached Learning Object. If not, the system may disable the knowledge asset automatically.

Preview and test the coaching experience

Test the agent before you share it with more learners by selecting Agent Preview to open a test chat window.

• Ask unexpected questions to make sure the agent stays on topic. For example, ask a sales negotiation coach about IT policies and confirm that it redirects the learner back to the course topic.
• Check that the agent refers to the correct uploaded documents when it answers.

 

TIP

Run a small pilot group first so you can validate the coaching experience before a broader rollout.

Activate the coaching agent

Turn the agent on so your learners can start using it. Return to the configuration menu and change the Status to active to set the agent live to its assigned groups.

Be sure to expand the User Access or Group Access assignments after you’ve confirmed the responses are working well. Then, monitor your team’s support inbox to see whether the agent is reducing routine questions.

Next steps

• Review available pre-built coaching frameworks in Custom LMS agent templates reference.
• Learn how to edit, pause, or delete custom agents.