Our approach to AI

Totara’s approach to artificial intelligence is centred on enhancing learning and performance in meaningful, responsible ways. We focus on delivering practical tools that streamline workflows, support goal setting, and improve learner experiences—while keeping you in control of how AI is used in your organisation.

More information on on Totara AI can be on our dedicated web page Totara - our approach to AI

A purposeful use of AI

Totara AI features are designed with purpose and people in mind. Rather than introducing technology for its own sake, we focus on where AI can deliver value in the flow of work. These include:

• Writing assistance to generate or summarise content.

• Image generation for creating visual resources.

• SMART goal setting to guide learners toward structured development.

• Informal knowledge checks to reinforce learning.

• Tag generation to improve course discoverability.

• Personalised learning pathways, via the machine learning service.

These tools help learning and development teams reduce manual work and deliver more personalised, effective learning experiences.

Powered by trusted technology

Totara’s AI features are enabled through integration with external large language models (LLMs). By default, we provide a built-in integration with OpenAI, making it easy to get started. Alternatively, customers can connect their own LLM, allowing for greater customisation.

All data interactions are scoped to your site and users. When using OpenAI’s API, prompts and results are not stored or used to train OpenAI’s models—ensuring data privacy and compliance. Totara does not share customer data across tenants or platforms.

Designed with control in mind

AI functionality in Totara is gated by capabilities, giving administrators fine-grained control over who can access which features. This lets you phase in AI usage gradually, assign access to trained users, and manage usage-based costs effectively.

Because AI evolves rapidly, our features are built with flexibility in mind. Some tools may change over time or be refined as technology—and customer feedback—continues to shape them.

Note: AI features are subject to change as the underlying technology evolves. While we encourage customers to adopt these features, future changes may occasionally result in significant adjustments, including improvements to behaviour, performance, or general availability.

Disclaimer

Our Product includes features that use artificial intelligence (“AI”) or machine learning technologies to assist or automate certain functions. These AI features are provided to enhance user productivity and experience; however, AI-generated outputs may not always be accurate, complete, or appropriate for all contexts.

By using AI features, you acknowledge and agree that:

• AI-generated content is produced automatically based on the information you provide and may include inaccuracies or unintended results.

• You are solely responsible for reviewing, evaluating, and verifying the accuracy, legality, and suitability of any AI-generated content before relying on or sharing it.

• Totara Learning does not guarantee the accuracy, reliability, or fitness for purpose of AI-generated outputs and disclaims all liability arising from their use.

• You must not rely on AI outputs for decisions involving legal, financial, medical, employment, or other sensitive matters without independent verification.

• You must use AI features responsibly and in compliance with our Acceptable Use Policy and all applicable laws.

Totara’s AI features are powered by OpenAI’s API, which does not use customer data for training its models. OpenAI's privacy policy can be found here.

If you have concerns about how AI features operate or process data, please contact us at security@totara.com