Moving Kaya to Moodle Workplace FAQs
Page last updated 04.07.25 (please see *)
*When will this move take place?
The migration will take place this year (2025) and more information on key dates will be shared in the coming months. The confirmed launch date is Monday 24th November 2025.
*Why was the launch date changed?
*What can I expect between July-November?
July - August - The Platforms team will be working with our suppliers to finalise developments on the platform. The new Kaya products will be defined.
- August - Learners will be made aware of the new launch date and platform changes. We will announce and introduce the new Kaya team members (following the restructure) and how they will be supporting our partners.
- September - A partner newsletter will announce the next phase of the migration (what to expect between September - November) and opportunities for partner participation including the onboarding structure. This will also include the new product descriptions and key dates for Kaya Prepare partner engagement meetings (SSO & API sync).
- October - Kaya Prepare integration meetings will take place, onboarding begins, opportunities for partner participation and collaboration (such as drop-in clinics).
- November - We have communicated an expected downtime of up to 2 weeks prior to the launch on Monday 24th November. Therefore, we ask partners to plan accordingly as Kaya will be temporarily unavailable prior to the launch.
How did you come to the decision to migrate?
Technology is and always will be fluid, often morphing at breakneck speeds! To be at the forefront of delivering a learning platform that inspires high quality, accessible learning design for humanitarians, we understand the need to stay competitive, increase efficiency, and elevate performance.
In 2024 we took the time to listen to your feedback, analyse existing learner engagement data, and scan the learning platform market. We asked ourselves what long-term strategic advantages could a new solution offer to benefit our partners and learners? The answer was easy, and it is why 2025 will be a year of innovation for the Kaya Platform!
While our current platform, hosted on Totara Learn, has served our user base well, now is the opportunity to supercharge and simplify the infrastructure, to offer access to new features, allow better integration with other systems, enhance scalability, and mitigate data and security concerns. Like you, we want to boost the user experience and ensure learner satisfaction and loyalty.
It is for these reasons that we are excited to share that Kaya will be moving to Why Moodle Workplace?Moodle Workplace is a multi-tenancy learning management system. The solution builds on the tried and tested Moodle platform, while adding a host of new features specifically designed for the needs of ambitious learning organisations. The move to Moodle Workplace will expand the benefits of all Kaya products so whether you are a Kaya administrator, course content creator or learner, the platform is geared towards making learning more accessible, more engaging and more enjoyable. From day one, Kaya learners can focus on the content, not the application. Creating engaging training courses, track compliance and certifications, monitor individual and group progress and, accessing in-depth real time reporting has never been so easy!
Partners also using our HPass digital badging platform will be delighted to hear that this change to Moodle Workplace will also allow a seamless integration between Kaya and Hpass!
Where is Kaya currently hosted?
Kaya is currently hosted on a customised Totara Learn platform.Moodle vs Moodle Workplace - what's the difference?
Moodle Workplace is an enhanced version of Moodle. It's been designed to encompass all the current Moodle functionality with some added extras. You can learn more about the difference between Moodle and Moodle Workplace here. Please do bear in mind that access to features will depend on your Kaya product, not all users will have access to all features.
Will my learners existing completion records be available?
Yes. We have already started planning the migration to ensure all learning records are successfully transferred to the new platform.
Will my existing courses be transferred?
Yes. We will be transferring all course content as part of our migration planning.
What can I expect?
Our Kaya Platforms and Products Team are busy working with our external hosts (Catalyst) to develop a sandbox site. When appropriate, we'll be sharing this with our partners to showcase the new platform. We'll also share how we are migrating current Kaya content and what support you and your teams can expect with this change. This will include onboarding with our platform specialists, training materials and opportunities to become an early adopter of the new Kaya platform!
Will the way I build content change?
Yes. Since it's a new platform, the way you build courses and other content will change. However, lots of the features you currently use also exist in Moodle Workplace. Don't worry though, we will be providing onboarding training and materials to help you navigate the new processes.
Will the way I report change?
Since it's a new platform, the way you report will change. We will be reviewing the most popular reports along with your feedback to understand what data is most useful for your organisation. We’ll be keeping this in mind as we build the new system reports and develop your product. Rest assured we will be providing onboarding training and materials to help you navigate the new system, including how to make the most of reporting.
What is a multi-tenancy learning management system (LMS)?
It's an LMS which is specifically built to allow segregation of content and branding for our partners. You are already used to this approach with the current platform. However, in the current platform, this was static custom development. Moving to Moodle Workplace allows us to use a platform specifically designed for multi-tenancy. Therefore, we can take advantage of future improvements and upgrades made by the Moodle Workplace team.
Will there be new integrations available?
Kaya supports 800,000 learners and multiple partner organisations; so data protection, security and integrity is very important to us. For Partners using or considering our HPass digital badging platform, you will be delighted to hear that our move to Moodle Workplace also allows a seamless integration between both platforms.
Kaya Prepare partners still have the option to import user data using the Single Sign On (SSO) and API synchronisation functions. These add-ons can be purchased along with our Kaya Prepare product only. There are currently no plans to allow additional integrations with Kaya and other external systems.
What if my Kaya contract is coming up for renewal?
The process for contract renewal will remain the same. If you have any questions, please reach out to our business development team at partnerships@humanitarian.academy
Will there be any outages?
Yes. When we switch over from the current platform to Moodle Workplace we will need to restrict access to Kaya. We would estimate an outage of approximately two weeks prior to the launch date (Monday 24th November) to implement the change over. However, we'll update you as soon as we have confirmed dates and timescales for this, so you have plenty of time to update your users.
We are interested in a payment gateway or other functions
If you have a user case for a new development on the platform that we can consider for our Kaya developmental roadmap, please reach out to kayasupport@humanitarian.academy , this will allow us to capture the demand from partners and to review this in phase 2. In addition, if you have any feed back on our service level support for partners, please also send that to us to be considered.
Who do I contact for platform support queries?
Please visit Kaya Essentials for updates or reach out to kayasupport@humanitarian.academy