We wrap up everything you need to remember to have a seamless and successful move with our LMS implementation checklist. 

Apparently 83% of companies are using an LMS but that doesn’t mean it’s the right one for you. 

But, finding the right LMS isn’t just about what tools and features it has. 

Nor is it just about the level of support, or how good their developers are to provide custom work (though that’s important too). 

One thing you need to think about, that many L&D professionals forget, when on the hunt for a new LMS, is how easy it is to implement your new platform. 

We asked our Chief Projects Officer, Nate Treavis, for his top tips on a smooth transition; what to remember, what most forget, and how to make your move seamless.

Keep reading to learn: 

• What LMS implementation is 
• The key steps in an LMS implementation process 
• Must-haves in your LMS implementation checklist 

Let’s get started. 

What is LMS implementation? 

LMS implementation is the process of setting up, and integrating an LMS within an organisation to deliver, track, and manage training programs. 

Related: A step by step guide to LMS migration

LMS implementation involves a number of steps, which we’ll go through in more detail. 

But it covers everything from configuring your system settings, to data migration and testing. 

And of course, it also depends on whether you already have an LMS in place or not. 

But no matter which, a successful implementation ensures that employees or learners can easily access and engage with training materials while the admin team can monitor progress and performance. 

⚡️ Pro Tip

Not picked the right LMS yet? We wrap up what you need to consider before you decide your chosen  learning platform. 

Key steps in an LMS implementation plan

When you’re starting the process of implementing your new LMS, there are a few things that need to happen first. 

And of course, not all of these steps will happen with every setup as it depends on your existing and chosen provider. 

If you’re setting up a brand new LMS, then you’ll have a different experience than migrating an LMS. 

And if you’re migrating an LMS from one Moodle provider to another compared to from Moodle to Totara for example, you’ll also have a very different experience. 

So let’s dive in and imagine you’ve just signed on the dotted line with BuildEmpire… 

⚡️ Pro Tip 

Before you get to this stage, make sure that you’ve done the preliminary steps. That includes defining the key goals for your LMS and understanding what you want to achieve and then mapping the LMS features you need to make that happen.

If your chosen provider isn’t hitting those key features, then you might not be making the right choice. 

Here’s our platform for a complete overview of our LMS

1. LMS implementation kick-off meeting

Once the contract is signed and you’re set on choosing BuildEmpire, we get straight into our implementation process. 

You’ll be assigned your very own project manager who will manage the process from end to end, and support you once your new LMS is in place. 

The first step, is to have a kick-off meeting to uncover: 

• What you want in the platform 
• What already exists in the platform 
• Key information about any custom development, plugins and integrations you might have set up 
• How your current platform’s data is stored so we can identify what steps we’d need to follow to help you migrate your data safely

In this call, we’ll go through in more detail what you’re looking for from your LMS. 

💡 Top Tip from Nate

At this point, it’s worth thinking about functionality. Do you want gamification or eCommerce? Do you want programmes or other features? It’s better to plan this from day one so it’s ready to go rather than waiting and missing opportunities. 

Most features are easy to set up, so we can turn them on or off for use from day one. 

It’s also worth thinking about user roles and the experiences you want them to have. With our help, we can set it up so that they get a personalised experience from the moment they login.

You might just have learners and admins. But, you might have managers, or training managers, who will all have different permissions and different learning experiences.

We can help you define this, but more importantly, we can help design the LMS to work as it should from the beginning. 

2. Backup testing

With the backup in play, we can make up a testing site of your platform using your raw data. 

It’s at this point that we can test what works, and what doesn’t and find and identify any bugs. 

Changing from Totara to BuildEmpire is a lot easier than pulling across from another data source, so this is the chance for us to get to grips with what that looks like. 

💡 Top Tip from Nate 

It’s at this point that we will find bugs which could slow the process down.

To avoid that, it’s worth listing out all of the plugins and integrations that you have earlier on in the project, so that we can make sure all the plugins and integrations are set up before we begin testing.

Even moving a Totara platform to our own Totara-hosted platform won’t bring across any custom plugins, so we’ll end up seeing faults. 

In the technical file, we can’t see any extra development work, so being upfront with this data helps us anticipate it and get to work either replicating the plugins, or making relevant changes. 

3. Check-in meeting

Once we’ve pulled up your test site, we’ll then review it with you. 

We can look at style, formatting, and general layout as well as your courses and programmes in situ. 

💡 Top Tip from Nate

To make this meeting better, we always suggest sharing your brand guidelines and some indicators on how you want the site to look at the beginning.

This means we can present a more accurate representation of your platform! 

And remember, this is your chance to review your platform (if you’re migrating). Do you want your LMS to look the same, or do you want to refresh it? 

From here, we’ll make further notes of tweaks we need to do so that we can have a go-live ready version for migration day prepared. 

This meeting is crucial as we want to make sure you’re happy with the platform you’re getting.

And remember, this meeting may actually become a number of meetings to give you a chance to properly review the work we’re doing. 

4. LMS implementation testing

Our teams of developers and testers take that test site and check it over with a fine-tooth comb. They ensure every button works, that functionality is perfect, and that the platform looks good. 

If there are any bugs, they’re managed by your project manager who assigns them to our development team to get them resolved ahead of go-live. 

By the end of testing, we have a go-live version of your platform. 

All we need now, is the final data. 

💡 Top Tip from Nate 

Remember that your platform will look different. Even if you’re moving from Totara to BuildEmpire, we have our own theme, which means that your platform will change.

But try to remember the big picture.

Small changes can feel scary but trust your learners will be able to manage it and remember the reasons you’re moving to the platform in the first place! 

5. Knowledge transfer 

An LMS is only as good as the team that uses it. 

That’s why we prioritise training and documentation throughout the implementation process, empowering your teams to manage and optimise the platform independently.

We can: 

• Schedule admin training sessions.
• Create a go-to library of platform documentation.
• Ensure your team has support access post-launch.

💡 Top Tip from Nate 

Working with a Totara partner also means you get full access to Totara Academy which is a jam-packed learning library of everything you could possibly need to know about Totara tools and features. 

This means your team will have ongoing access to resources as well as other Totara users for sharing knowledge. 

Plus, you get unlimited support with BuildEmpire meaning you’ll never be stuck. 

6. Migration day

We will set a migration day with you ahead of time, so that you know what date we’re working to but when the big day comes, your old platform will turn off, and your new, BuidEmpire LMS will be readied. 

We also know that successful LMS projects involve collaboration across departments. 

From HR to IT, ensuring everyone is aligned is crucial for a seamless rollout.

We can help with this too by ensuring you: 

• Identify key stakeholders early.
• Regularly update stakeholders on progress.
• Solicit input from end-users to ensure the platform meets their needs

💡 Top Tip from Nate 

We will give you an indication of how long your LMS will be down for so you can inform your learners.

We usually aim to close the previous platform late on one day and anticipate the exported LMS file overnight. We then work to upload the final data onto your platform, to go live as quickly as possible! 

And that’s it! 

It really is that simple. 

You don’t need to worry about any data loss as we take the final export of data prior to your existing provider closing the LMS. 

7. Launch with confidence 

Once the platform is live, it’s ready to get back to learning! 

Hopefully at this point, your learners will be exploring a brand new site full of new and exciting features. 

💡 Top Tip from Nate 

One thing we get asked about by our customers is their URL. Well, you can rest assured. 

The technical version is that we’ll work with your technical team to make sure the DNS records are updated at the right time the domain remains the same for your new platform. 

The simple version is that your users will be able to use exactly the same URL to access the LMS meaning no lost learners. 

But that’s not all. 

We can help you to develop a launch communication plan to build excitement, provide end-user training resources (e.g., guides, videos) and we will also monitor platform performance and user feedback closely post-launch.

8. Ongoing support post LMS implementation

It’s not a case of done and dusted with BuildEmpire. Your project manager will stay with you for the entire duration of your contract with us. 

They’re on hand to help you with any bugs, upgrading your site, or building any new features. 

With limitless customisations on offer, you really can create a platform that is totally bespoke to you and your learners’ needs 

Must-haves in your LMS implementation checklist 

When it comes to actually going through your LMS implementation with BuildEmpire, we’ll provide you with an extensive checklist that you can work through to ensure that your new platform gets the best start possible. 

We know how important data sharing is, so we listed out everything you need to think about. 

For a shorter, teaser version, here are the key things you need to include in your LMS implementation checklist: 

LMS implementation checklist
✅	Align stakeholders
✅	Assess your needs
✅	Confirm all your current integrations
✅	Review what you have
✅	List out your requirements
✅	Share branding and colour palette with your new provider
✅	Define your users and their learning experiences
✅	Confirm all your current plugins and custom development
✅	Plan data migration with new provider
✅	Share platform data for new provider to create test site
✅	Review test site
✅	Train admins
✅	Update stakeholders
✅	Decide your migration date
✅	Plan your communication strategy
✅	Go live

Wrapping up

If you’re thinking about making the move, we understand that migrating and implementing a new LMS can feel overwhelming.

But, the truth is, with the right partner, it doesn’t have to be.

We take the stress out of the process, managing each and every stage and keeping you informed along the way.

We ensure your Totara LMS is seamlessly integrated, fully optimised and built for long-term success.

Beyond the technical setup, the real benefit is peace of mind.

With BuildEmpire, you gain a trusted team that understands your unique needs, guides you through every step, and helps you unlock the full potential of your LMS.

The result?

More engaged learners, a more efficient training process, and the confidence that your organisation’s learning platform is in expert hands.

Need more proof?

We’re proud to deliver:

• Limitless customisations
• Limitless support
• A guaranteed uptime of 99.998%

Sound good?

Book a demo to see about the next steps in your LMS journey.