Learning Management System (LMS): A Complete Guide for 2025

Choosing the right LMS in 2025 means understanding the meaning of learning management systems, evaluating the different LMS types, and knowing which features best match your needs. In this guide, you’ll learn what a learning management system actually is, discover leading LMS examples, and get expert tips for selecting and optimising your LMS for the future—whether your learners prefer studying on smartphones or tablets, or you’re looking to integrate powerful tools like video conferencing.

Let’s explore how the right LMS can elevate your approach to learning and development.

Table of contents

• What is a learning management system (LMS) in education?
• How do learning management systems work?
• Types of learning management systems (LMS)
• Top LMS features to consider in 2025
• Key benefits of using an LMS
• Disadvantages & challenges of LMS
• How to choose an LMS: a practical checklist
• Learning management system examples & case studies
• FAQs
• Conclusion

What is a learning management system (LMS) in education?

A learning management system (LMS) is an online platform designed to organise, deliver and track learning and training activities. In the context of education, an LMS acts as a central hub, bringing together lesson materials, assignments, assessments, and feedback in one easily accessible space for both teachers and learners. Whether used in schools, further education colleges, or universities, LMS platforms make it possible to support remote learning, manage large groups of students, and tailor course content to individual needs.

The meaning of LMS in education also extends to supporting blended learning—combining in-person lessons with online resources and digital collaboration tools. With features like automated marking, data analysis, and messaging, an LMS not only reduces administrative work for educators, but also empowers learners to take charge of their educational journeys.

Importantly, there is a distinction between Learning Content Management Systems and traditional learning management systems. A Learning Content Management System focuses primarily on the creation, storage, and management of learning materials. In contrast, an LMS’s primary function is facilitating delivery, assessment, and tracking of learning progress.

How do learning management systems work?

Learning management systems create a secure and streamlined environment where only registered users—students or staff—can access the courses and resources that are relevant to them. A modern LMS covers every phase of the learning process, from enrolling learners and assigning courses, through to running tests and issuing certificates.

For students, an LMS provides a straightforward way to access digital resources, take part in discussion forums, and monitor their own progress. Teachers and administrators benefit from tools for communication, online marking and timely data-driven insights.

Many online course platforms also support mobile access, recognising that an increasing number of learners prefer studying on smartphones or tablets. Accessibility is key: content should be easy to view and interact with from any device, whether a laptop, tablet or mobile phone.

Additionally, some LMS platforms integrate seamlessly with e-learning solution, video conferencing APIs (such as Digital Samba), or even employee training platform software—enabling live webinars, onboarding, and real-time collaboration within the learning environment.

Types of learning management systems (LMS)

There are several types of learning management systems, each designed to suit different organisations, technical skills, and budgets. Understanding these LMS types will help you choose the system that’s best for your school, college, or business.

Overview of LMS types

1. SaaS LMS (Cloud-based)

A cloud-based learning management system is hosted online by a provider and accessed through a web browser. Popular with schools and businesses seeking easy setup and minimal IT involvement, SaaS LMS solutions are continuously updated without the need for local installations.

2. Installed LMS (On-premise)

These systems are installed on your organisation’s own servers. Installed LMS platforms provide greater control over data and customisation, but require a technical team for ongoing support and updates.

3. Custom-Built LMS

Some organisations choose to build a learning management system from scratch. This option allows for total customisation of workflows and branding but comes with higher costs and longer implementation times.

4. Open-source LMS

Open-source systems make their codebase available for modification. They provide flexibility at a lower cost, but a successful deployment relies on in-house technical expertise.

Comparison table: types of learning management systems

When to choose each LMS type

• SaaS LMS: If you want hassle-free deployment and automatic updates.
• Installed LMS: If data privacy and on-site control are top priorities.
• Custom-built LMS: For unique or highly specialised requirements.
• Open-source LMS: When you need flexibility and have the technical ability to manage support and updates in-house.

Next, we’ll examine the top LMS features you should look for in 2025.

Top LMS features to consider in 2025

Selecting the right LMS means looking closely at available features and matching them to your organisation’s needs. Modern learning management systems are equipped with a wide range of functions designed to make learning engaging, accessible, and easy to manage.

Essential LMS features

• Communication tools: Built-in messaging, notifications, and discussion forums enable effective communication between educators, learners, and administrators.

• Data tracking and reporting: Advanced reporting allows administrators to monitor learner progress, assess completion rates, and perform detailed data analysis—helping to identify skill gaps and improve outcomes.

• Mobile accessibility: With many students and staff who prefer studying on smartphones or tablets, a mobile-friendly LMS is no longer optional. Look for responsive design or a dedicated mobile app.

• Automated alerts and reminders: Automated notifications help keep learners on track with upcoming deadlines, course completions, or assessment feedback, reducing the burden on teaching staff.

• Customisation and personalisation: Adapt learning pathways, dashboards, and platform branding to suit different departments, year groups, or job roles.

• Compliance management: For regulated industries or sectors, it’s crucial to support compliance training, certification tracking, and easy access to audit-ready reports.

• Integration capabilities: Ensure seamless connection with existing tools—such as HR systems, employee training platform providers, document storage, or video conferencing APIs. For example, integrating Digital Samba allows online classes or webinars to be embedded directly in your LMS.

• Gamification: Add leaderboards, points, badges, and achievements to increase learner engagement and motivation.

• Social learning features: Group assignments, peer reviews, community forums, and collaborative projects encourage communication and shared learning.

• Scalability: The system should accommodate growth as your organisation expands, adding new courses or supporting more users with ease.

• Security and data protection: Look for strong encryption, GDPR compliance, two-factor authentication, and granular user permission controls.

A well-chosen collection of LMS features makes it easier to deliver quality education remotely, run onboarding, manage compliance, and support a variety of learning styles. It also smooths administration and supports better outcomes for both educators and learners.

Key benefits of using an LMS

A learning management system provides significant advantages for schools, universities, and businesses aiming to modernise education and training. When implemented effectively, an LMS can transform the way your organisation delivers learning and tracks progress.

Main menefits of an LMS

• Centralised learning management: All training content, resources, and learner profiles are managed in one system, simplifying administration and access for both staff and students.

• Consistent learning experience: An LMS ensures that all users receive uniform content, assessments and support, maintaining educational standards across locations and departments.

• Improved data analysis and reporting: Administrators and educators can use built-in analytics to track participation, completion rates, and assessment outcomes, then refine courses and strategies accordingly.

• Flexible, remote and blended learning: Whether supporting distance learning, hybrid classrooms, or in-person learning, an LMS provides access to resources anytime, anywhere. This flexibility is especially important for learners who require remote or asynchronous options.

• Cost and time efficiency: Organisations can reduce costs related to in-person training, travel, and printed materials. The LMS also automates processes such as marking, progress tracking, and certification, saving valuable time.

• Personalised learning paths: Modern systems can deliver tailored learning journeys based on learner roles, previous achievements, or specific skill gaps, keeping content relevant and engaging.

• Support for compliance and onboarding: For industries with strict regulations, an LMS streamlines the delivery of mandatory training, enables easy tracking for audits, and simplifies the onboarding process for new starters.

With these benefits, a learning management system becomes a powerful ally in delivering quality education, professional development, and organisational growth.

Disadvantages & challenges of LMS

While learning management systems offer many advantages, it’s important to be aware of their limitations and challenges. Understanding these issues early can help you plan effectively and set realistic expectations for your organisation.

Common disadvantages

• Initial set-up costs: Even with cloud-based solutions, there may be notable upfront expenses for licences, customisation, migration, and user training, especially for larger organisations.

• Learning curve: Both administrators and users may need time to become comfortable navigating a new LMS, particularly if they have limited digital experience.

• Reduced personal interaction: Online environments can feel less personal than traditional, in-person classrooms. Building community and engagement may require additional tools for planning, such as discussion forums or live video sessions.

• Dependence on technology: Reliable internet access and compatible devices are essential for a seamless experience. Any technical issues, such as outages or software bugs, can disrupt learning.

• Ongoing maintenance: Regular platform updates, security patches, and content refreshes are necessary to keep an LMS secure and relevant. This can require dedicated admin time and IT support.

• “One-size-fits-all” risk: Some platforms may lack the flexibility to adapt fully to your unique learning objectives, content types or audience needs. Careful selection and configuration are required to avoid underuse or a poor fit.

Being aware of these challenges and choosing an LMS that fits your organisation’s capabilities will set you up for greater success.

How to choose an LMS: a practical checklist

Selecting the right learning management system requires a structured approach. Here’s a practical checklist to help you find an LMS that meets your organisation’s needs, whether you’re supporting staff onboarding, compliance, or ongoing education.

Key steps for LMS selection

1. Establish your goals

   • What outcomes do you want your LMS to support?
   • Are you focused on onboarding, compliance, skills development, or all of these?
     
     

2. Know your audience

   • Consider the age, digital skills, and learning preferences of your users.
   • Will they need an intuitive platform, or can they adapt to a more advanced system?
     
     

3. Determine content needs

   • Do you require interactive media, assessments, or SCORM support?
   • Will content need regular updates or remain mostly static?
     
     

4. Review technical requirements

   • Will your team work on site, remotely, or in a blended setting?
   • Is mobile access vital for those who prefer studying on smartphones or tablets?
   • Do you need integration with other solutions, such as your HR system or an employee training platform?
     
     

5. Set a budget

   • Consider upfront expenses, recurring fees, and any costs for technical support or customisation.
   •  

6. Check language and accessibility options

   • Does the LMS support multiple languages or online language courses?
   • Is the system accessible for users with different needs?
     
     

7. Evaluate support and scalability

   • What level of customer support is included?
   • Can the platform grow as your organisation’s needs change?
     
     

8. List required and “nice to have” features

   • Make a clear list of essential LMS features (such as reporting, integrations, security).
   • Separately, identify features that would be beneficial, but are not critical.

If you’d like extra support, visit Sortlist to access tailored LMS recommendations based on your industry, organisation size, and learning goals.

Learning management system examples & case studies

Reviewing real-world examples is the best way to understand how different learning management systems work in practice and which might fit your needs best. Below are several widely-used LMS platforms, each with unique strengths, followed by a real-world case study of an innovative integration.

Leading LMS examples

LMS Collaborator

Designed for workplaces, LMS Collaborator specialises in automating onboarding, staff training, and development processes. It supports diverse educational materials, knowledge sharing, communication tools, and integration with other platforms through a flexible API.

GoSkills

GoSkills' Learning Management System enables businesses to deliver skills training, track progress, and motivate teams through gamification.

Moodle

A leading open-source platform, Moodle is popular in schools and universities for its flexibility and active community support. It supports a wide range of learning formats.

Canvas LMS

Another open-source option, Canvas offers a clean interface and strong support for both academic and corporate education.

TalentLMS

• A cloud-based LMS known for its rapid deployment and ease of use, making it ideal for SMEs and fast-moving organisations.

Absorb LMS

This enterprise-focused LMS offers extensive customisation and scalability, suitable for larger businesses.

Case study: LMS Collaborator & Digital Samba integration

LMS Collaborator sought to enhance its training platform by offering live, secure video sessions for remote onboarding and education. Rather than building these video features from scratch, the team integrated Digital Samba—a GDPR-compliant, embeddable video conferencing API and SDK—directly into their LMS.

This integration enabled interactive video calls, session recordings, multi-role management, and seamless control—all within the existing LMS interface. As a result, LMS Collaborator was able to scale globally while focusing on high-quality training content rather than technical infrastructure:

“Thanks to their expert and knowledgeable support team, the integration period was smooth sailing.”

Miroslav Botsula

CEO and Founder, LMS Collaborator

These examples show the breadth of solutions available—whether you need an open-source system, a commercial product, or an integrated platform tailored to employee development and online course delivery.

FAQs: Learning management systems in education

What is a learning management system (LMS) in education?

A learning management system (LMS) is an online platform used to organise, deliver, and track educational activities. It supports digital lessons, assessments, progress monitoring, and communication between students and teachers.

What does LMS stand for in education?

LMS stands for ‘learning management system’, which refers to software designed to support teaching, training, and learning management within education or business settings.

How do learning management systems work?

LMS platforms provide a secure online space where learners access courses, materials, and assessments. Educators create content, monitor progress, and engage with students through features such as messaging and data analysis tools.

What are common types of LMS?

There are several types of learning management system: SaaS (cloud-based), installed (on-premise), custom-built, and open-source. Each offers different benefits depending on your technical needs and organisational goals.

Which are the best LMS examples to consider?

Examples of leading platforms include LMS Collaborator, GoSkills’ Learning Management System, Moodle, Canvas, TalentLMS, and Absorb LMS. Each caters to different user requirements, from workplace training to school and university education.

Can an LMS support onboarding and professional development?

Yes. Many LMS platforms are designed to automate the staff onboarding process, monitor compliance, and enable ongoing professional development and skills tracking.

Is it possible to add live video and webinars to an LMS?

Absolutely. While most LMS platforms focus on course management, you can integrate specialist solutions such as Digital Samba’s video conferencing API for live classes, webinars, and remote collaboration.

What are the main benefits of using an LMS for schools or businesses?

An LMS saves time, centralises resources, enables remote or blended learning, supports onboarding and professional development, and allows detailed tracking of learner progress—all critical for both schools and businesses.

What’s the difference between an LMS and LCMS?

An Learning Content Management Systems mainly focuses on creating and managing learning content, while an LMS is designed to deliver that content, manage learners, and provide tracking and reporting.

Do universities and schools actually use open-source LMS platforms like Moodle?

Yes. Many universities and schools globally use Moodle and Canvas (both open-source) as their main learning management systems because they are flexible, customisable, and supported by large communities.

Conclusion: selecting the right LMS for the future

A learning management system (LMS) is now an essential part of effective teaching and training, whether in schools, universities, or businesses. Understanding what an LMS is, comparing LMS types, and knowing which features to prioritise can make all the difference to learning outcomes and ease of administration.

There are many strong platforms to choose from—ranging from open-source systems used in universities to workplace training solutions that support onboarding and professional growth. Don’t forget to consider real-world integrations; for example, adding live video with a tool like Digital Samba can create truly interactive online learning without leaving your LMS.

As you move forward, ensure the LMS you choose reflects your goals, fits the needs of your learners and staff, and will scale with you into the future.

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