What is an LMS?
A Learning Management System (LMS) is software that organizations use to plan, deliver, manage, and evaluate learning.
Typical tasks include, for example:
- Provide courses and learning materials,
- Manage learners and target groups,
- Organize registrations and appointments,
- Document learning progress,
- Conduct tests and inspections,
- Manage certificates,
- Provide proof of mandatory training,
- Evaluate results and usage.
Modern learning platforms often go beyond that. They support self-directed learning, personalized recommendations, blended learning, collaborative formats, and the integration of continuing education and professional development.
For educational providers, there is an additional dimension: The learning platform can serve as a course catalog, a registration platform, and a digital customer touchpoint all at once.
This also changes the criteria for selection. It’s no longer just a matter of whether a system can manage courses. Many systems can do that.
The key is how well the platform aligns with your organization, your target audiences, and your goals.
The 12 Criteria for a Good LMS
1. It starts with your goal—not with the list of features
The most common flaw in an LMS evaluation arises even before the first vendor demo: requirements are formulated as a list of features.
Single sign-on? Yes.
Quiz feature? Yes.
Certificates? Yes.
App? Yes.
In the end, several providers meet almost all the criteria—and yet the actual decision is still difficult.
The reason: A feature list describes what a system can do, but not what it is intended to improve.
So start with three to five specific goals.
For example:
- New employees should become productive more quickly.
- Mandatory training must be reliably verifiable.
- Expertise should not be limited to individual people.
- Employees should be able to find suitable development opportunities more easily.
- Continuing education should be made accessible to employees in production or in the field.
- An educational provider wants to sell more courses online and reduce administrative work.
Only then does the question arise as to which functions support these goals.
The Evaluation Test
Before each demo, identify three specific outcomes you want to achieve.
Afterward, don't ask the vendor for a standard presentation; instead, ask them to demonstrate these three specific scenarios in the system.
If a vendor refuses to understand your goals before presenting its features, that's a red flag.
2. User-friendliness isn't just a nice-to-have
Even the best learning platform is of little use if learners avoid using it.
And this is exactly where systems differ more than feature lists might suggest.
A good LMS doesn't guide users through the software, but takes them as directly as possible to their actual goal:
What do I need to learn? What's relevant to me? What should I do next?
An employee shouldn't have to pore over a course catalog to find a required training session. A manager shouldn't have to open five menus to understand their team's learning progress. And administrators shouldn't need special training to perform everyday tasks.
When it comes to learning platforms, therefore, a simple MaxBrain rule applies:
Anything that has to be explained on a regular basis will eventually be circumvented.
The Evaluation Test
Don't just have your project team do the testing.
Give three people who have never seen the system before a specific task:
"Find the course that's right for you, start it, and complete the first lesson."
Watch—without helping.
The questions that arise in the process are often more insightful than an hour-long vendor presentation.
3. Mobile usage must be tailored to the target audience
"Responsive" or "Mobile app available" is not yet a sufficient selection criterion.
The key question is:
Can my specific target audience learn on the device and in the situation that are actually available to them?
This is particularly relevant for employees who do not have a traditional office workstation—for example, those in production, logistics, sales, healthcare, or field service.
Therefore, review specific processes:
- How do I log in without a company computer?
- Does access work via a QR code or a personal link?
- Is single sign-on available?
- Can content be consumed effectively on small screens?
- Do videos, tests, and documents work on mobile devices?
- Are the necessary features available even without installing the app?
- What happens if the connection is poor?
Mobile learning isn't just a box to check on a requirements specification. It's a matter of actual access.
4. The platform offers enough features—but not as many as possible
Of course, an LMS needs a solid set of basic features.
Depending on the specific application, these may include, among other things:
Course management, learning paths, tests and quizzes, certificates, scheduling and registration management, user and group management, reporting, feedback, notifications, and options for digital and guided learning formats.
But more isn't necessarily better.
With every additional feature come menus, configurations, roles, decisions, and potential administrative overhead.
So the better question is:
Which features do we use frequently—which ones only occasionally—and which ones probably never?
A good platform can hide complexity. Users see what they need for their role, rather than being presented with the system's full technical capabilities.
The Evaluation Test
Divide your requirements into three categories:
Must-have: The use case won't work without this feature.
Should-have: Important, but can be solved another way if necessary.
Nice-to-have: Interesting, but not a selection criterion.
And take a particularly critical look at how many of these so-called “must-haves” are left after this discussion.
5. The LMS supports your actual learning styles
Not every continuing education program is an e-learning course.
In practice, organizations combine, for example:
- self-paced online courses,
- In-person training sessions,
- virtual training courses,
- Learning on the Job,
- Coaching sessions,
- Group learning,
- Knowledge sharing,
- Exams and Certifications.
A good LMS doesn't force these formats into the same template, but can integrate them in a meaningful way.
A particularly important question here is that of transfer: What happens after a course?
Can a manager provide guidance on a development assignment? Can knowledge be applied and documented in day-to-day work? Is there feedback? Can learners work together?
After all, completing a course isn't the same as learning—and learning doesn't automatically lead to results.
6. It integrates into your system environment
An LMS is rarely a standalone system.
Typical points of contact include, for example:
- HR systems,
- Identity Management and Single Sign-On,
- Microsoft Teams or other collaboration tools,
- Video conferencing solutions,
- CRM systems,
- ERP systems,
- Stores,
- Association or membership solutions,
- Content providers.
It’s worth taking a closer look at the word “integration.”
An interface on a roadmap is not the same thing as a production-ready integration. And “API available” doesn’t tell us much about what data can actually be read or written.
Questions for the Evaluation
- Is there a documented API?
- Which integrations are already in production?
- What data is exchanged?
- Is the replacement done automatically or manually?
- Who is responsible for maintenance and troubleshooting?
- What happens if the connected system changes?
- What additional costs are involved?
The most important question regarding integration is not, “Can this be integrated?”
Rather:
"How reliable, complex, and easy to maintain is this connection in everyday use?"
7. The platform adapts to your organization—not the other way around
A learning platform is a visible part of the work or learning experience.
That's why it should feel like your organization: with the right colors, logo, language, terminology, and—where appropriate—your own navigation and process logic.
Adaptability will become even more important after a few years.
Organizations change. New business areas are added. Target audiences change. Perhaps an internal training academy will eventually become a customer portal as well. Or multiple brands and companies may need to operate on the same platform.
Therefore, don't just check:
"Is the system working today?"
But also:
"Which of our likely changes can it support without turning into a new IT project every time?"
8. Data protection and information security are selection criteria, not an afterthought
An LMS processes personal data, such as identities, course activities, learning progress, exam results, or certifications.
Data protection and information security should therefore be considered early in the evaluation process—not just shortly before the contract is signed.
Among other things, the following need to be clarified:
- Where is data stored?
- Which subcontractors are involved?
- Which people and roles have access?
- How are visits logged?
- How do backup and recovery work?
- How are security incidents handled?
- What rules for disposal and retention can be implemented?
- What contractual data protection provisions apply?
Independent standards and certifications can help with this assessment. ISO/IEC 27001, for example, defines requirements for an information security management system. However, it remains crucial to specifically review the technical, organizational, and legal requirements relevant to your own organization.
“We’re secure” is not a sufficient answer. Good providers can explain how security is organized and verified.
9. The provider behind the LMS is also a key factor
When you choose an LMS, you're generally committing to a partnership that will last several years.
That is why it is important to evaluate more than just the software.
See also:
- How is the rollout going?
- Who is responsible for what?
- Will there be a designated point of contact after the go-live?
- How does support work?
- How are customer requests prioritized?
- How often is the product updated?
- How transparently does the provider communicate changes?
- Are there any references with similar requirements?
A Simple Test of Innovative Capacity
Don't ask primarily about the roadmap.
Let us show you what has actually been published over the past twelve months.
Release notes are often more informative than slides about the future.
At MaxBrain, we therefore look not only at the product, but also at the interplay between technology, implementation, customer success, and ongoing development.
An LMS project doesn't end with the go-live. That's when actual use begins.
10. Good platforms also solve the content problem
An empty learning platform does not in itself constitute continuing education.
Organizations therefore need a practical way to:
- create,
- update,
- translate,
- curate,
- shop or
- to incorporate from existing sources.
This is precisely where artificial intelligence is currently transforming many processes. For example, it can assist with drafting, structuring, translation, or the preparation of existing content.
But the same applies here as well:
AI is not a selection criterion in and of itself.
A better question would be:
What specific bottleneck does this feature resolve—and how is quality ensured?
A spectacular AI button is worth less than a simple process that allows subject matter experts to reliably transform their knowledge into useful learning content.
11. A modern LMS combines learning with development
Perhaps the greatest untapped potential of many learning platforms lies outside of traditional course management.
In many companies, learning and human resources development run parallel to one another:
A development goal is agreed upon during the annual review.
The goal is recorded in a document.
The LMS doesn't recognize it.
The course catalog doesn't recognize the person.
And a few months later, the next review begins.
Technically, both processes handle the same questions:
Where is a person now? Where do they want to go, or where should they go? And what kind of growth will help them along the way?
When a learning platform and professional development are linked, a development goal can be turned into a concrete action: a course, a learning path, coaching, hands-on experience, or a new role.
This is exactly where the value of an LMS shifts: from managing completed training courses to supporting actual development.
This also opens up another opportunity for educational providers: The learning platform can become a continuous point of contact with customers and integrate learning opportunities, registration processes, and other relevant offerings.
Not every organization needs all of this from day one. But when conducting a long-term evaluation, it’s worth asking whether the platform will be able to support such developmental steps down the road.
12. Calculate the total cost—not just the license fee
It seems easy to compare LMS offerings based on their license prices.
But it is precisely this comparison that often falls short.
Factors to consider when assessing actual costs include, for example:
- Licenses,
- Introduction and Configuration,
- Migration,
- Integrations,
- Hosting,
- internal IT costs,
- Administration,
- Support,
- Training courses,
- Adjustments,
- Further development,
- Content creation and maintenance.
A less expensive license may end up costing more in the long run if it requires more internal work, custom development, or manual operation.
Conversely, a higher price is not automatically justified.
The Better Bill
Don't just compare providers' prices; compare several realistic scenarios over a period of several years.
Ask:
How much does it cost us to successfully operate this platform?
And:
What effort or problem does it help reduce?
Only this combination of costs and benefits provides a sound basis for decision-making.
A good LMS doesn't win the feature comparison. It passes the test of everyday use.
Alex Blattmann, CEO and Co-Founder of MaxBrain
The LMS Checklist for Your Evaluation
Before making a decision, you should be able to answer these twelve questions with a clear “yes”:
- Goal: Can we specifically identify the problem the platform solves?
- Usability: Can our target audiences navigate the key processes without an explanation?
- Mobile: Do the relevant processes work on our target audience's devices?
- Features: Do they include all the essential must-haves—without unnecessary complexity?
- Learning Formats: Does the system support our actual learning and development formats?
- Integration: Are the required interfaces operational, documented, and maintainable?
- Adaptability: Is the platform a good fit for us today, and can it grow with us?
- Security: Have data protection, hosting, and information security been clearly defined?
- Provider: Can we continue to trust the team in the years following the signing of the contract?
- Content: Can we efficiently create, maintain, and integrate learning content?
- Development: Can the platform integrate on-demand learning with human resources and business development?
- Cost-Effectiveness: Do we know the actual costs over several years?
If the answer to several questions is “We’d have to look into that, ” the evaluation is not yet complete.
Three questions are more important than 100 features
LMS evaluations can quickly become complex. Requirements specifications grow, vendors showcase more and more features, and eventually every platform looks similar on paper.
Here are three questions that can help:
1. Does the platform help our organization achieve a specific goal?
If the goal isn't clear, it's impossible to assess success.
2. Do our people actually use them?
A technically advanced platform that isn't widely adopted has little impact.
3. Will it still be a good fit for us as we continue to grow?
An LMS should not only digitize today's processes but also enable future development.
That's why a good LMS doesn't just win a feature comparison. It passes the test of everyday use.
Frequently Asked Questions
What is the difference between an LMS and an LXP?
An LMS typically organizes learning processes from the organization's perspective—for example, courses, target groups, mandatory training, certificates, and evaluations.
A Learning Experience Platform (LXP) focuses more on the individual learning experience, for example through self-directed learning, recommendations, and personalized content.
In practice, the lines are becoming increasingly blurred. For evaluation purposes, it is therefore more important to consider which specific use cases a platform supports than which acronym the provider uses.
How much does an LMS cost?
There is no reliable way to answer this question with a general price per employee. Cost models vary depending on the number of users, feature set, operating model, integrations, implementation, and support.
Therefore, compare the total costs of the scenario that is realistic for you—including internal expenses—and not just the stated license fee.
How long does it take to implement an LMS?
That depends heavily on the scope of the project.
A straightforward cloud implementation with a standard configuration and few integrations can be rolled out much more quickly than a project involving extensive migration, multiple target groups, complex interfaces, or custom processes.
A good provider should therefore be able to clearly explain—even before the contract is signed—which work packages, dependencies, and responsibilities will determine the timeline.
What role does AI play in an LMS?
Among other things, AI can assist with the creation, structuring, and translation of educational content, as well as with providing recommendations.
What matters is not how many features are labeled “AI,” but rather what specific tasks they streamline and how data protection, quality, and human oversight are managed.
At what company size does it make sense to use an LMS?
There is no meaningful general figure for the number of employees in this regard.
A small organization with many mandatory training sessions, high employee turnover, or regular onboarding can benefit from a platform sooner than a much larger company with few formal learning processes.
Therefore, a better indicator is the effort required by the current process:
At what point do lists, emails, manual reminders, and shared content become a problem?
Cloud or on-premises?
The operating model should be aligned with technical, regulatory, and organizational requirements.
With cloud solutions, the provider takes on a greater share of the responsibility for operation and ongoing development. With self-hosted solutions, the organization itself assumes a correspondingly greater share of that responsibility.
Therefore, rather than making a blanket statement like “the cloud is better,” it’s more important to clarify the following: hosting, responsibilities, updates, security, integrations, costs, and the necessary internal resources.
Are you currently evaluating a learning platform?
Then don't make the mistake of simply asking to see a standard demo during your first meeting.
Bring your three most important use cases—and let's walk through them together.
This way, you'll not only see what MaxBrain can do, but also whether the platform is a good fit for your organization.
→ Test the learning platform with your own use cases
Not ready for a demo yet?
→ Download the LMS checklist for evaluation
This allows you to first evaluate the twelve criteria internally and compare different providers on the same basis.