With the LMS market projected to grow to over $100b in 2026, there are now more platforms to choose from than ever, so this complete guide is here to help you find the right one.
LMS migration can be seen as a tricky move.
There are so many parts to think about, from budget, platform compatibility and more.
Whether this will be your first LMS or you’re not happy with your current one, how can you make sure migrating goes smoothly?
Even if you aren’t currently planning a switch, you likely will be soon. Statistics show that more than 8 in 10 organisations (83%) replace their LMS at least once every five years.
So it’s always worth knowing what to expect.
This guide will help break down all the steps and actually make you think, ‘Why did I wait so long to do this?’
In this blog, we’ll cover:
- What LMS migration is
- Why you might want to migrate your LMS
- 6 steps for easier LMS migration
So, let’s get started.
⏰ TL;DR
LMS migration can help organisations improve learner experience, reporting, scalability, and platform functionality. While migrating to a new LMS requires careful planning around data, content, integrations, and user adoption, the right approach can minimise disruption and ensure a smooth transition. With BuildEmpire, we can help you migrate within weeks, saving you time and money.
What is LMS migration?
LMS migration refers to the process of transferring learning content, user data, and other educational resources from one learning management system (LMS) to another.
It sounds straightforward, but in practice it requires careful planning and execution to ensure that the transition is smooth, secure, and efficient.
LMS migration is typically undertaken to upgrade to a more advanced system, address performance or scalability issues, implement new features and functionalities, or consolidate multiple LMS platforms into a single solution.
Whatever the reason for making the switch, the ultimate aim of migration is to ensure the new system meets the evolving needs of learners and administrators while minimising disruption.
Related: Migration of your LMS with BuildEmpire
Why do companies migrate to a new LMS?
Companies look to switch LMS for several reasons. From being unhappy with their current provider to looking for new or specific features.
There are a few core reasons that we’ve seen companies look to make the switch:
Features
Companies often migrate to a new LMS to access advanced features and functionalities that their current system lacks. This could include better content authoring tools, enhanced reporting, a mobile-friendly interface, or integrations with other tools and platforms.
Scaling needs
As companies grow, their learning needs evolve, requiring a more scalable and high-performance LMS. Migrating to a new platform allows you to handle increasing user numbers, larger content libraries, and complex learning scenarios without compromising system speed or reliability.
Related: How to scale learning in an LMS
Budget
Cost is sometimes a factor, as you could move from an expensive, on-premises LMS with high maintenance and infrastructure costs to a cloud-based solution with a more affordable pricing model.
💡Pro Tip
It could be that instead of looking for the perfect out-of-the-box LMS solution, you instead need a platform that is customisable.
Here’s when and why you might need a custom LMS
Challenges with LMS migration
When we speak to potential customers, a lot of them express frustrations with their current provider. And when asked, they usually say they’ve put off migrating due to anticipating it being such a stressful and difficult switch.
And while it can be tricky to get the process going, with the right provider, there’s not often a huge amount of work on your end.
Related: LMS migration with BuildEmpire – what the process actually looks like
Here are some of the key challenges you might be worrying about when it comes to LMS migration:
Budget
Worried you might find the perfect LMS, but it’s way over budget? There’s always a bit of wiggle room with LMS vendors, e.g. they might be able to discount for migration or lower support, etc.
Platform compatibility
A big, and valid concern, is whether your existing platform, i.e. the courses, automations and features that you need, can actually be carried over or not.
You’re going to find more walls if you’re considering an off-the-shelf platform.
Disruption to learners
Transferring data and courses isn’t quick. But with the right vendor, you can get a clear timeline for migration. With good platforms, you can expect a one-day disruption where your old platform is turned off, and the new one is turned on.
💡 Pro Tip
Have you heard of the BuildEmpire Edition? It’s our version of Totara, which comes with all the core functionality of Totara, but the added spice of BuildEmpire. That means things like gamification, a sleek theme and styling and tweaks to modules for a better user experience
Learn more about BuildEmpire’s Edition
Data quality issues
When you’re transferring data, data quality needs to come into consideration too.
Old LMS platforms usually contain duplicate users, outdated courses and incomplete records. Ideally, you would ensure your data is cleaned before you migrate to save you time in the long run.
Compliance and audit requirements
If you work in a regulated industry, historical training records need to be preserved. Before migrating, check that your new LMS can support the reporting and record-keeping requirements of your organisation so that you can manage compliance with ease.
6-step guide to LMS migration
Switching to a new LMS is a significant decision that can transform your organisation’s approach to learning and training.
However, before diving into the migration process, it’s critical that you lay a solid foundation for success.
The steps you take beforehand can make all the difference in ensuring a smooth transition, minimising disruptions, and setting your new system up for long-term success.
Here are the key preparatory steps to take before switching your LMS.
From identifying your organisation’s unique needs to engaging stakeholders and auditing your existing content, these actions will not only streamline the migration process but also help you get the most out of your new platform.
💡 Pro Tip
We wrote a guide on what to consider if you’re thinking of moving your LMS. You can read it (no email address necessary) in your own time.
What to consider before switching your LMS
Assess your current LMS
Before diving into a migration, take the time to thoroughly assess your current LMS.
Identify what’s working well and what needs improvement.
Consider factors such as user feedback, system performance, scalability, and feature gaps.
This assessment will provide valuable insights into what you should look for in a new LMS and what areas need special attention during migration.
Define your migration goals and timeline
Clearly define your migration goals and timeline to ensure a smooth transition.
Identify key objectives such as improved user experience, enhanced features, better reporting capabilities, or cost savings.
Set realistic timelines for each phase of the migration process, including planning, testing, implementation, and training.
Communicate these goals and timelines with all stakeholders to align expectations and responsibilities.
Choose the right LMS
Selecting the right LMS is crucial for a successful migration.
Consider your organisation’s unique needs, such as scalability, customisation options, integrations, mobile compatibility, and security features.
Evaluate potential LMS vendors based on their track record, customer reviews, support services, pricing models, and future roadmap.
Related: How much is Totara Learn, Engage, and Perform
Choose a vendor that aligns with your goals and provides comprehensive support throughout the migration process.
Plan and prepare
Thorough planning and preparation are key to a seamless LMS migration.
Create a detailed migration plan that outlines each step of the process, including data migration, content transfer, user training, system testing, and post-launch support.
Data is a large part of the process, so don’t underestimate it. Identify exactly what needs to be migrated before implementation begins. This can include learner records, course completion data, and certifications.
Ensure you allocate resources, such as IT personnel, training materials, and budget, accordingly. Involving key stakeholders early in the process can help align expectations, reduce resistance to change, and support a smoother implementation.
Conduct thorough testing and quality assurance to identify and address any issues before going live with the new LMS.
Communicate and train
Effective communication and training are essential for a successful LMS migration.
Keep all stakeholders informed and engaged throughout the process, providing regular updates on progress, milestones, and any potential challenges.
Develop comprehensive training materials and sessions to familiarise users with the new LMS features, workflows, and best practices.
Encourage feedback and address any concerns promptly to ensure a smooth transition.
Monitor and evaluate
Once the migration is complete, monitor the new LMS closely to identify any issues or areas for improvement.
Gather feedback from users and stakeholders to evaluate the impact of the migration on learning outcomes, user satisfaction, system performance, and ROI.
Use analytics and reporting tools to track key metrics and make data-driven decisions for continuous optimisation and enhancement of the LMS.
A successful LMS migration is more than just moving platforms. It can improve the learner experience, save time on administrative tasks, and provide a platform that you can grow with.
Considering an LMS migration?
LMS migration can be complex, but following these six tips will help ensure a seamless transition to a new LMS that meets your organisation’s needs and goals.
From everything to assessing your current LMS to choosing the right vendor, planning and preparation, effective communication and training, and ongoing monitoring and evaluation, these steps will help you navigate the migration process with confidence and success.
BuildEmpire is a platinum partner of Totara that specialises in creating custom learning platforms.
With over 20 years of experience, we specialise in seamless transitions that empower our customers to make the switch without the stress.
Plus, we’ve worked hard to create the BuildEmpire Edition; our version of Totara’s codebase offering extras like gamification and passkeys so you can unlock even more features in your platform.
From security to learner engagement, we prioritise the key challenges L&D professionals struggle with.
Interested in learning more? Book a demo to see how our platform works and how easy it is to migrate.
Or check out how you can save time and money with our solution.
LMS migration is the process of switching from your current LMS to a new one. It includes moving data such as user and learner progress and migrating the course content.
Your chosen LMS provider should give you a comprehensive migration plan including a timeline for how long the process will take and details of each stage.
Migrations vary in complexity based on the the amount of content, volume of users, number of completion records and specific technical requirements, so it’s not possible to give an exact timeframe for completion.
For us, we aim to complete the process within a matter of weeks and will always establish a realistic timeline with you during the kickoff meeting.
Ideally, your provider will minimise loss but it depends on their ability to replicate any custom functionality you have.
With BuildEmpire, we will work with your existing provider or your team to get a backup of your current site. We will use this as a foundation to begin initial creation of your new platform, allowing us to shape it to ensure maximum engagement.
One of the most common LMS migration challenges is ensuring that learner data, course content, and integrations are transferred accurately while minimising disruption for users. Thorough planning, testing, and communication can help reduce risks and support a smoother transition to a new LMS.
In most cases, SCORM content can be migrated to a new LMS. However, compatibility can vary between platforms, so it’s important to test courses thoroughly after migration to ensure they function correctly and learner progress is tracked accurately.
