Checkpoints

The Checkpoint feature is a comprehensive upgrade to Tovuti's form and approval capabilities, introducing a more structured and powerful way to manage learner submissions, approvals, and reviews.

Where Forms previously handled submission and approval together, Checkpoints now wrap form designs, approval flows, and evaluations into a robust framework, enabling:

• Assignment-based submissions
• Multi-step approvals
• Review rubrics
• Auto-awarded certificates
• Request for resubmissions

Common use cases include:

• Capstone project evaluations
• Certification validations (view Use Case Help article)
• Internal performance reviews
• Competency assessments
• Role-based compliance checklists

Demo Videos are available for this feature. Please view those for additional instruction in configuring this capability. 

This article outlines the following concepts:

• Create and Configure Forms (Submission & Review)
  • Submission Form
  • Review Form
• Approval Roles & Flows
  • Approval Roles
  • Approval Flows
• Build and Use Checkpoints
  • Setup Tab
  • Submission Tab
  • Review & Approval Tab
  • Completion Tab
• Submit & Review a Checkpoint
  • Learner Submission
  • Approver Review
• Resubmission Process
• Certificate Auto-Award
• Reporting and Dashboards
  • Admin Reporting
  • Team Lead Dashboard

Create and Configure Forms

Submission Form

Go to Content Creation > click Forms > click New

Forms now serve strictly as design templates. Approval logic has moved into Checkpoints.

Create a new form for learners to submit. In the Form Design tab:

• Add standard fields, including text inputs, radio buttons, and dropdowns
• Use new elements: File Upload, Certificate Upload, and E-Signature (as a block element)

File Upload configuration includes:

• Allowed file types (e.g., PDF, DOCX, PPTX)
• Max file size constraints (up to 20MB viewable inline)
• MOV files are downloadable only

Certificate Upload includes:

• File type restriction (image or PDF)
• Optional Earned/Expiration date fields
• Option to create a new award or attach to an existing one

Review Form

Build a second form to serve as the reviewer's rubric (optional).

A Reviewer Form may include:

• Qualitative evaluations (e.g., meets/exceeds expectations)
• Numeric scores
• E-Signature and comments

Note: Certificate uploads in review forms will not auto-award certificates.

Approval Roles & Flows

Approver Roles

Go to Content Creation > click Approver Roles > click New

Create roles and assign users to them based on logic (e.g., department).

Approval Flows

Go to Content Creation  > click Approval Flows > click New

Create reusable flows with:

• One or more sequential approval steps
• Assigned approver roles per step

Build and Use Checkpoints

Go to Content Creation > click Checkpoints > click New

Checkpoints combine forms, approval flows, and completion rules.

Setup Tab

• Name and describe the checkpoint
• Content will appear in LMS (e.g., lesson activity box)

Submission Tab

• Select an Existing Form or create a New Form
• Enable/disable visibility in the “Start New Form” modal
• Set a Visibility type 
  • No restrictions
  • User Groups
  • Specific Users

Review & Approval Tab

• Enable approval flow
• Assign Approval Flow
• Optional settings:
  • Enable Feedback
  • Enable Scoring (via checkpoint or lesson activity)
  • Allow Resubmissions
  • Enable Reviewer Evaluation Form
  • Select Review Form (if enabled)

Completion Settings Tab

• Add custom completion message
• Define notification behavior

Form Notifications are created and customized in Auto Notifications. 
 

For information on the Learner Checkpoint Experience, please view the Demo Video here.