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Playbook: e-learning and L&D team

For admins, managers and language leads4 min readUpdated for v4.0

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Your team builds courses once and teaches them in many languages. This playbook sets KaDeep up so the agent drafts every language, people review it in context, and each course is signed off before it reaches your learners.

Playbook · setup guide, not a customer story

1. The team and its KaDeep roles

Section titled “1. The team and its KaDeep roles”
Your people KaDeep role What they see first on Home
L&D operations or IT, who sets KaDeep up Admin Users & roles, Single sign-on, Spend & limits
Head of learning Manager Who is on what, Waiting for your approval, Oldest open bugs
Localization coordinator Language lead Language status, My queue, Who is on what
Translators, in-house or from a vendor Linguist My queue, Due soon, Sent back to me
In-country trainers and subject experts Reviewer My queue, Due soon, Sent back to me
An instructional designer who checks the course plays Tester My tasks, Bugs to recheck, Recent runs
Budget holder Finance viewer (read-only) Spend vs limit, Spend by project, Spend by model

Linguists and reviewers see only Home, Languages, Team and Settings. Each one works only in their own languages. See Roles and what they can do.

2. Setup checklist, in order

Section titled “2. Setup checklist, in order”
  1. Turn on single sign-on, so trainers sign in with their work account. See Sign-in and security.
  2. Set the monthly limit and who approves more. See Spending limit and approvals.
  3. Connect the AI that powers the agent. See Connect AI providers.
  4. Decide the rules every language project follows, such as shared memory and AI providers that keep no copy of your content. See Language rules.
  5. Create a localization project with the wizard: languages, your LMS at Connections, the brief, and the team. See Create a localization project.
  6. Add the target languages and their locale rules. See Languages and locales.
  7. Load your glossary and the terms that must never be translated. See Glossary and translation memory.
  8. Upload the course as a SCORM zip, with its pictures, videos and documents. See Source assets.
  9. Assign a translator and a reviewer per language, with due dates. See Deliveries.
Assets: Add files, From URL, filters, and each file's progress per language (Manage view)
Assets: Add files, From URL, filters, and each file's progress per language (Manage view)

Manage view

Assets: Add files, From URL, filters, and each file's progress per language (Hands-on view)
Assets: Add files, From URL, filters, and each file's progress per language (Hands-on view)

Hands-on view

Shown with the Kasu Money demo data.

3. The main journeys

Section titled “3. The main journeys”
Journey What happens Guide
Draft every language The agent drafts each string; linguists edit with glossary and memory beside them Translate in the Workbench
Review in context Reviewers accept a string or send it back with a reason that counts toward the LQA score Review and LQA
Course videos Subtitles, or a dubbed voice, for the videos in a course Video Translate
Course sign-off A reviewer signs off the course on its delivery; an accessibility check can run on it Deliveries
Hand over Export the course in its own format and mark it delivered Deliveries
TranscriptEach string shows the source and your translation. Glossary terms are marked for you. No text yet? Choose Translate for a draft from the agent.
TranscriptIf a string is wrong, choose Send back. Say what kind of problem it is, how bad it is, and what needs changing.

KaDeep reads course pages inside the player, and the player records status and score. So you can check that a learner can finish and pass in every language before you deliver.

4. Governance

Section titled “4. Governance”
  • Budgets. Set the organization limit, and give each course project its own Monthly limit if you want. See Spending limit and approvals.
  • Approvals. Spending requests over the amounts you choose wait on Approvals.
  • Gates. Do-not-translate terms, forbidden terms and character limits block approval until they are fixed. See Glossary and translation memory.
  • Audit. Language rules keeps a language audit: accepted, approved, exported and rule changes, with who and when. The organization’s Audit log keeps everything else.
  • Retention. Language files of an archived project are kept for one year by default. See Data and retention.

5. What to measure

Section titled “5. What to measure”
Measure Where you read it Guide
Progress per language Language status Language status
Human quality score per file and language LQA in Review Review and LQA
What blocks each delivery Readiness on the delivery Deliveries
Who is on what, and late work Timeline, Language floor Timeline, Language floor
Spend per course project Usage & cost, By project Usage over time

6. A 30/60/90-day rollout

Section titled “6. A 30/60/90-day rollout”
Days Goal Check before you move on
1–30 One course, two languages, one linguist and one reviewer each The exported course plays in your LMS and reports a pass in both languages.
31–60 Every language you teach in; the glossary and memory grow Reviewers send strings back with reasons, and linguists find them in My work without being told.
61–90 New courses start in KaDeep by default; videos get subtitles Each delivery has a course sign-off on record. Spend per project is inside the limit you set.

What’s next

Section titled “What’s next”
How KaDeep fits your organizationThe lifecycle, the roles and what stays under your control.
Case study: Kasu MoneyA SCORM course in four languages, start to finish.
Roll out KaDeep: pilot, expand, governThe admin's plan, step by step.