LMS migration is considered to be a tricky move, but with our complete guide you’ll find the steps broken down and wonder why you’ve been putting it off for so long…

The global LMS market is projected to grow to over $100b in 2026 so it’s safe to say that there are a few options out there when it comes to platforms. 

But how do you find the right one? 

And if you’re either without an LMS, or not happy with the one you have, how can you make sure migrating from your current LMS to a new one goes smoothly? 

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

Choosing the right LMS is only part of the process when it comes to LMS migration. We walk you through the 6 key steps that will hopefully make you more prepared for switching your LMS.

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 a number of 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:

• 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, mobile-friendly interface, or integrations with other tools and platforms.
• 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.
• 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 if 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, and 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 better user experience

Learn more about BuildEmpire’s Edition

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. 

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. 

Allocate resources, such as IT personnel, training materials, and budget, accordingly. 

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 familiarize 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.

Wrapping up

LMS migration can be a complex process, but by following these six tips, you can ensure a seamless transition to a new LMS that meets your organisation’s needs and goals. 

From 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.

We’ve worked hard to create the BuildEmpire Edition; our version of Totara’s codebase offering extras like gamification and passkeys.

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 or see how you can save time and money with our solution.