Training Management System Buyers Guide

When is it time to purchase a Training Management System?

Do you currently spend a lot of time sending joining instructions, creating invoices, updating dates and places remaining on your website?
Do you currently update Excel registers or paper records in your daily operations?
Are there many errors that constantly need correcting?
Do your customers suffer from these mistakes you make?

What should I consider when choosing a Training Management System?

Which features do I need?

Do I need smart scheduling features?
Should my website update automatically when I make changes to the courses?
How should I manage payments for the courses?
Automation for confirmations, joining instructions, follow-ups?
Do I create and sell e-courses?
Do I need to manage certificates and diplomas?
Should the instructors themselves record attendance and perform certain tasks?
Do I need to be able to integrate my TMS with other systems?

Compliance and legal requirements

GDPR and other legislation determine how and where you can store your participants’ personal data and other company data. End customers may require you, as a data processor, to ensure that data is processed in accordance with GDPR or other data protection laws. This means you need to be aware of where data is processed and how.

Continuous development

Choose a Training Management System and a provider that regularly releases new updates and features. Ask how often the platform is updated and whether all customers automatically receive all updates. A platform that continually grows in the number of features and improvements increases your ROI over time.

World-class customer support

The market is full of providers who only offer support via a ticketing system or through a support portal with pre-written articles and guides. Choose a provider who, in addition to this, can also be reached by phone, email and chat.

Custom-built or a off-the-shelf Training Management System?

Custom-built systems

Custom-built systems, or systems with general modules adapted for training, are commissioned by you as the customer and assembled case by case by the supplier.

Pros of a custom-built TMS:

Customised to the needs you communicated to the provider
Integrations with other systems as part of the delivery
You only pay for the features and demands you communicated

Cons of a custom-built TMS:

A high up-front cost
Long delivery time
A lot of maintenance and increasing “technical debt”
Stuck with what you commissioned from the start
No open user training available from the supplier
Your specification of requirements needs to be very thorough and precise
The scope often increases during the implementation phase, along does the costs

Off-the-shelf Training Management Systems

Off-the-shelf Training Management Systems are cloud-based (SaaS) and are already operational and thoroughly tested by numerous training providers. They are usually ready to use immediately upon ordering.

Pros of a off-the-shelf TMS:

Turnkey solution
Very fast implementation phase
Low or no up-front cost
User training during implementation and then ongoing
Accessible user support
Solution centre with articles and guides
Always the latest version and regular updates, including completely new features
More features than those originally included in your specification of requirements
Flexible and scalable
Complies with all laws and regulations, such as GDPR

Cons of a off-the-shelf TMS:

You do not have full control over updates; the supplier does
The supplier controls the pricing of licenses and features
You may need to adapt parts of your operations for the TMS to suit you
You usually pay the same fee even when you do not use all the features

What is the cost of a new Training Management System?

After features and potential opportunities/time savings, the price of the investment is a major factor.

Turnkey off-the-shelf systems are almost always the most cost-effective investment when compared to custom-built solutions. The supplier’s development cost for new features is spread across all the supplier’s customers and their subscriptions. With a custom-built system, you bear 100% of the cost for new features, updates and configuration changes.

EduAdmin’s pricing model is transparent and flexible. Fill in your details to access our price list.

Beware of hidden or variable costs

Processing fees - Some suppliers charge per participant or per course conducted on the platform. This is often not transparent or predictable from the outset and may only be mentioned in the fine print.
Percentage-based fees - The supplier wants a fixed percentage of the revenue you generate on the platform. There may also be a fixed minimum fee when you organise courses and seminars that are free.
Modules that incur additional costs - The supplier usually provides a demo showcasing all the features available in their Training Management System. Be sure to ask what is included in the version you are reviewing and what comes at an extra cost.
Long contract terms - Some suppliers try to entice you with substantial discounts if you choose to sign a multi-year agreement. If you are unsure whether the supplier and their system are right for you, you should aim for a 12-month contract at the standard price, and perhaps include a clause allowing you to terminate early if certain requirements are not met.

Compare and evaluate

Ensure that the supplier you choose has good references and reviews. Check sites such as G2.com and see what other training providers say about the system you are considering.

See what other training providers say about EduAdmin Training Management System

See what we mean, try EduAdmin today

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FAQ - Frequently asked questions

What is training management software?

A training management system brings everything you do into one powerful platform. From online registration and course management to CRM and automation, you run your entire training business faster and smarter in one central system.

Who uses training management systems?

Training providers who run the same courses regularly and need an efficient way to manage all related processes
Internal training teams delivering courses to employees for upskilling and development
Commercial training providers offering paid courses to external participants
Training companies delivering customer training, combining classroom, live online, and e-learning — and needing a simple way to package and manage it all

Do I need a training management system?

If you run public or private training—face-to-face, online, or blended—and still rely on manual work, you’re likely wasting time on repetitive tasks like invoicing, emails, and data entry. A training management system automates these processes, reduces errors, cuts admin costs, and helps your business grow faster.

Can a TMS run my training business?

Yes! A TMS lets you run and grow your business from one central hub. Manage all your training information, resources, and logistics in one cloud-based system—accessible anytime, anywhere. With built-in lead management, marketing tools, website features, and powerful analytics, you can track performance, measure ROI, and scale with confidence.

What are the key features of a TMS?

Course management, online registrations, finance and invoicing, instructor-, learner and customer portals, reporting, marketing, digital exams, certification, CRM, and many more!

What’s the difference between a TMS and an LMS?

Training management systems are ideal for growing training operations where manual processes for instructor-led courses are no longer practical. A TMS handles everything—from registrations and invoicing to CRM—streamlining your entire training business. In contrast, LMSs are designed for companies delivering self-paced online learning.

Some TMSs, like EduAdmin, can handle both.

What are the advantages of a training management system?

Training management systems (TMS) streamline the commercial side of training, cutting down on manual admin. They handle instructor-led courses, online registrations and payments, marketing, automated emails, and certifications. A quality TMS also gives training companies a competitive edge, helping them sell more courses and grow their business.