E-learning and LMS blog articles

When choosing a new LMS platform, it’s tempting to focus on surface-level features and tools, rather than taking a deeper dive into the hidden factors that will have a greater impact on long-term success. With so many platforms offering similar functionality, it’s all too easy to assume they’ll all deliver the same results.

What really matters is understanding the full value of your investment. From hidden costs and limited scalability to poor integration or weak support, small details can make a big difference once your LMS is up and running. That’s why asking the right questions during the LMS vendor evaluation stage is vital. It’s not just about comparing platforms; it’s about finding the right partner that can support your organisation's goals for years to come.

In this practical corporate LMS buying guide, we’ll outline the top 5 questions to ask LMS providers, ensuring you avoid costly mistakes by choosing a platform that will support your strategy for the long haul.

TL;DR – Top 5 questions to ask when choosing an LMS vendor

Choosing the right LMS platform isn’t just about features or cost; it’s about long-term value. Ask vendors these key questions:

1. What’s included in the price? (Watch for hidden fees)
2. Is it scalable and flexible? (Will it grow with you?)
3. Does it integrate with your systems? (Think HR, content, comms)
4. Can it support compliance? (Automated, auditable, up-to-date)
5. What are the reporting capabilities? (For data-driven decisions)

Question 1: What’s included in the price (and what’s not)?

One of the biggest challenges of comparing LMS platforms is understanding the true cost of a solution. On the surface, a solution might look cost-effective with a competitive price tag that fits your budget, but once you start digging deeper, hidden costs can quickly emerge.

To prevent hidden fees from emerging after you’ve signed on the dotted line, it’s essential to get clarity early in the evaluation process.

When speaking with potential LMS providers during your LMS vendor evaluation, make sure you ask questions such as:

• Are there any setup or implementation fees?
• Is user support included in the standard package, or does it come at an additional cost?
• Will you charge us for platform updates or new features?
• What happens if we exceed our user license limit?

Hidden costs can soon add up, preventing you from getting the most out of your chosen solution or scaling your LMS to support your organisation’s growth. At Hubken, we understand how frustrating hidden costs can be, which is why we offer clear, transparent pricing with no nasty surprises. From unlimited support to platform upgrades included as standard, we focus on delivering real value and a partnership you can trust.

Want to be clued up on the hidden costs to look out for? Read our free comprehensive guide on hidden LMS costs to make sure you’re fully prepared before committing to a vendor.

Question 2: How scalable and flexible is the platform?

When evaluating vendors, keep in mind that you're choosing a solution that doesn’t solely meet today’s needs. The selection process should also focus on the long-term growth of your organisation and the success of your L&D strategy. With that in mind, you need to find an LMS and a provider that can easily adapt to new requirements without requiring any major, costly changes.

You need a flexible and scalable LMS platform, supported by a vendor that can ensure it adapts to your needs. To find the right fit, ask questions such as:

• Are there limits on the number of users, courses or learning paths we can create?
• How flexible is the system in supporting different departments and roles?
• Does the platform support multi-tenancy?
• Are there any limitations on how we can automate processes?
• Can we configure the platform to reflect our branding, language and organisational structure?

Flexibility is key for ensuring your LMS works for your organisation’s specific needs, not just at launch but as those needs evolve. While some providers offer support with initial branding or setup, true flexibility goes much further. Your LMS should adapt to different audiences, allowing you to create customised workflows and content structures that truly reflect the way your people learn.

Question 3: How well does the LMS integrate with our existing systems?

A strong LMS doesn’t exist in isolation. It supports your entire L&D ecosystem by working seamlessly with existing software such as HR tools, content management systems, collaboration tools, and other business systems.

Integrating your LMS with existing systems is not only beneficial for streamlining administrative duties, but it also enhances the learner experience by creating a unified solution where learners can access training without unnecessary hurdles to jump through.

To understand the full scope of the integrations your LMS vendor supports, ask questions such as:

• What systems does the LMS integrate with out of the box?
• How complex or time-consuming is the integration process, and what support do you offer for this?
• We currently use ‘x’ system. Can we integrate the LMS with it from day one?
• Can we sync user data with our HR system?

At Hubken, we offer a whole host of powerful integrations for our LMS platforms. To learn more about how our integrations can streamline your learning ecosystem with our Totara LMS, visit our Totara integrations page.

Question 4: Does the LMS support compliance management effectively?

For most L&D teams, choosing the right LMS for business in the UK means selecting a platform with robust compliance training functionality, especially in sectors like healthcare, finance and public sector. Your LMS should ensure training is tracked and auditable, and your vendor can support you in meeting legal and organisational standards with an LMS built around your specific compliance requirements.

To support your compliance training strategy, ask LMS vendors questions such as:

• Can the LMS send automated reminders of upcoming expirations or required training?
• Does it offer detailed, real-time, and audit-ready reporting capabilities?
• Does the platform support automated enrolment based on criteria such as role or department?
• How easy is it to update training materials so we can quickly respond to regulatory changes?

At Hubken, we specialise in compliance training solutions powered by our Totara Learn LMS. Our compliance LMS offers functionality such as:

• Comprehensive audit trails
• Real-time compliance reporting
• Automated certification tracking
• Clear progress tracking
• Seamless integrations with compliance systems
• Built-in content tools and imported content support
• Flexible rules to assign learning based on role, team, or location

These powerful features and Hubken’s compliance support have helped organisations like Arriva Group achieve a 99% compliance training completion rate and an award-winning compliance training programme recognised at the 2024 Brandon Hall Awards.

For more information on how Hubken can support your compliance training needs, visit our Compliance Training page.

Question 5: What reporting and analytics does the LMS offer?

To measure the success of your learning strategy and the effectiveness of your chosen platform, insightful reporting capabilities are a must-have.

Reporting tools enable your LMS admins and L&D teams to spot trends, identify knowledge gaps, and demonstrate training impact and ROI to key stakeholders. With the right LMS, you can take a data-driven approach that supports continuous improvement and alignment with business goals.

To make sure an LMS meets your reporting needs, consider asking the LMS vendor questions such as:

• Does the LMS support automated report scheduling and delivery?
• Can reports be customised and built around our organisation’s specific needs?
• How easy is it to track elements such as learner engagement, course completion, and assessment results on an individual basis?
• Are reports exportable so we can share with non-LMS users?
• Do you offer enhanced reporting capabilities that go beyond the out-of-the-box solution?

If you’re looking for more from your LMS's reporting capabilities, our Moodle and Totara LMS are the perfect choice. In fact, our Moodle LMS enhances standard reports with our exclusive Enhanced Reporting tool, offering deeper insights, richer visual dashboards, and more flexibility. If you’d like to find out more about this exclusive enhancement, visit our Moodle Enhanced Reporting page.

Choosing the right LMS partner

Asking the right LMS vendor evaluation questions will help you cut through the noise and make a confident, informed decision when choosing an LMS. But just as important as the platform is the partnership behind it.

At Hubken, our clients benefit from award-winning solutions alongside unlimited, UK-based support as standard, provided by a team that’s genuinely invested in helping you succeed. Whether you’re scaling your LMS across new teams, reporting to stakeholders, or navigating compliance challenges, we’re with you every step of the way.

If you’re looking for an LMS partner you can rely on or need help choosing the right LMS for businesses in the UK, speak to one of our experts, ask the questions you need answering, and kickstart your journey to L&D success today.