The ultimate guide to training management software

Whether you're in search of a new training management software system (TMS) or simply looking to learn more, this comprehensive guide will help you to understand the core functionality and various uses of a training management system, how a TMS compares to an LMS & CRM and what to expect during software implementation.

An introduction to training management software

What is training management software?

A training management system (TMS) is a software solution designed specifically for training companies.

Training management software is used by both external training providers and internal training teams to streamline processes, get everything in one place, reduce cost, aid compliance and help to grow operations.

This is made possible through system functionality such as course and resource management and scheduling, online booking and payment, automated communications & tasks, detailed reporting, sales & marketing tools and finance management, to name a few.

Ultimately, training management software is an operational-focused tool that uses automation to make life easier for training companies.

Who uses training management software?

At the highest level, there are two main groups that use training management software - internal training departments and external training providers. 

This can be broken down further into commercial training providers, nonprofit organisations, higher education departments, skills training companies and internal training teams. Each of these have different interests and objectives to fulfil, and therefore use training management software in very different ways.

Is a TMS better than an LMS or a CRM?

Before reading further, it’s perhaps worth checking out our software jargon-busting guide.

When looking for a new software solution for your business, there’s a high chance you’ll also be considering (or already be using) a CRM system or an LMS. All of these systems have their place in training, however there are some distinct differences in terms of functionality and ultimately the objective of the business. Lets break each one down:

Learning Management System (LMS)

A learning management system offers a virtual environment that users can log in to and get access to a range of online training courses. An LMS tends to focus on three key areas:

• Bespoke course design and creation
• Course information - including uploading content, ensuring availability of course material, student enrolment
• Tracking training progress – ease of communication with learners and effective tools to evaluate learner progress

Customer Relationship Management (CRM)

A CRM will help you record client information, track leads and prospects and store information against individuals and companies. All contacts, whether initiating from an enquiry or from a meeting at an exhibition or conference, can be logged in one place with full details of their business and future potential recorded. Reminders to make future contact can then be scheduled and automated. This simplifies your administration process and allows you to increase your overall business efficiencies.

Learn more: Can a CRM run a training business?

Which management system is the ideal tool for training?

Without doubt a CRM is powerful and a necessary tool to manage relationships and expand business. It is a great tool for managing pipelines, enquiries and capturing all relevant information, but the benefits within training are limited. Typically, unless you're open to using work-arounds, there is no specific functionality for course management & scheduling, eCommerce, resource management, online learning, evaluation tools and customised portals; all of which are crucial to training success.

An LMS should be your go-to solution if you're looking to track learner progress typically through an intuitive suite of engaging online content. It specialises in the ability to deliver ROI to corporate training departments and ensure compliance. Things such as learner collaboration, gamification and bespoke course design are all specific to an LMS. If it's solely eLearning that you're offering, there is simply no better or more appropriate option than an LMS.

Our pick of the bunch however is a training management system (TMS). It's an all-encompassing solution that houses functionality to support all aspects of both a commercial training business or internal training department. From eCommerce to automated communications and from online learning to detailed reporting, for instructor-led providers there is simply no better solution in terms of business impact. With a built in CRM and LMS, a TMS doesn't rely on integrations from other platforms to cover all bases. It's already there.

What's the difference between a training management system and a learning management system?

There are overlaps in what each system can do, but the main difference between a training management system and a learning management system is intent: A training management system handles your back-office admin through automation. A learning management system offers an online platform to manage your eLearning content and track your learner's progress. In other words, a TMS is built for operational performance; an LMS is built for your delegate learning experience.

Can training management systems work together with learning management systems? 

Training providers may feel that they require the capabilities of both types of system. A lot of training management systems like accessplanit are able to integrate with learning management systems like Moodle - offering the value of a user-centric eLearning platform and back-end, admin-centric functionality in one. It is best practice to find a TMS that has some form of integration with an LMS, to avoid the data re-entry headache that comes with using disparate systems.

Learn more: LMS vs TMS vs CRM: Which Management System Will Benefit My Company?

Which training management software is best?

The best training management solution for your business will depend on both the budget you have in mind and the functionality you require. Unlike learning management systems that are available in their hundreds, training management systems are harder to come by. Some of the most recognised training management platforms available today include accessplanit, administrate, arlo, dante, training orchestra and genius software.

If you're in the consideration phase, or simply interested to learn some key differences through a training management system comparison, it's worth heading over to the review sites Capterra or G2.

In this guide, we’ve outlined the 3 things we feel set accessplanit apart:

Can a training management system integrate with…?

Many leading software companies have prioritised the development of integrations in recent years, allowing seamless data transfer like never before.

Some of the most sought-after integrations for training management software include:

• Finance systems & payment gateways
• Outlook/Exchange integration
• Google Analytics

If you've got a well embedded system that you want to integrate with, a native integration is the first thing to ask your supplier about. Native integrations can be defined as software that is customised and specifically designed to run on a particular platform. A couple of the most common native integrations offered within the training industry include links with finance tools such as Sage and Xero. There's a chance, if not immediately available, native integrations could be requested as a custom development, depending on how business critical it is for your organisation.

API’s or Application Programming Interfaces are something you’ll come across frequently when looking into training management software. Jungo describe an API as, when overly simplified, a “guide” for using an app. It is then utilized to develop programming for software applications to “talk” to each other. It's important to note, if you're looking into an integration using an API, it requires technical know-how and configuration on both sides of the fence (both for the TMS supplier and the training organisation).

Here at accessplanit, we have a number of API’s that allow our customers to integrate numerous systems seamlessly.

Other integrations you may want to consider:

• Moodle
• Single sign on (SSO)
• Website integration

Learn more: Integrations & Add-Ons Built For Training Businesses

How much does a training management system cost?

Unfortunately, as you’d expect, there’s no obvious answer to this. The true cost of a training management system depends on a number of different factors including:

• The level of functionality you require (& any custom developments!)
• The number of delegates or learners you train per year
• The number of administrators that require access
• The implementation package

Most training management systems on the SaaS market today are sold as an annual license and can typically be contracted to a duration of your choosing (typically 1-5 years)

When it comes to purchasing a training management system, there’s typically two costs you’ll have to pay:

• The annual license fee – this is for the ongoing use of the system
• A one-off implementation fee – learn more about this further down the page.

The actual price you will pay can range anywhere from £1,000 annually all the way up to £100,000 plus, it really can vary that much. Learn more about the different software packages offered by accessplanit.

What ROI can I expect from a training management system?

The return on investment from a training management platform typically comes from:

• Time and resource savings from working more efficiently
• The revenue gained from selling more training

The true ROI of training management largely depends on how well embedded it is within your organisation and what position your company is in before implementing it. If you have a comprehensive training offering and currently rely heavily on manual processes, it's not unusual to expect ROI that's up to four or five times the cost of your system.

How soon will it deliver ROI?

You can expect to see time savings from a TMS as soon as your team are up and running. Things like re-usable course templates, automated communications, instant reports and booking self-service are all valuable time savers that can have instant impact on your day to day. Following the implementation period, depending on the time savings you experience and the impact it has on your sales and marketing efforts, it's not uncommon to expect full ROI in the next few months that follow.

Conclusion

We hope this detailed guide has helped you to learn more about training management software systems and their potential to transform the lives of training providers. We've tried to answer some of the most common questions we face, however if you haven't found the answer you need, schedule a call with accessplanit.

If training management is something your organisation is considering, you can request a demonstration with an accessplanit expert.