Training Management system and learning management system differencesTraining Management System and Learning Management System, or TMS vs LMS.

When you search “training management” or “training management system” online, the amount of information that populates can be overwhelming. And, if this topic is new to you, it may even be a little confusing. While there may be many different definitions of training management out there today, one training management system can vary widely from the next. In addition, there are many systems, like the learning management system, that may seem very similar. While it’s okay for the casual viewer to confuse the two, the mix-up can be pretty unforgiving for your business if you end up purchasing one mistaking it for the other. So, what is training management? And, what’s the difference between a Training Management System and Learning Management System?

To get a deeper understanding of how training management software can transform the way you manage your training activity, it’s important to get a better sense of what training management is first.

What is training management?

Definition: Training management is the practice of directing and organizing all of the back-end instructor-led training (ILT) and virtual instructor-led training (vILT) activities for your organization, including scheduling, logistics, resource management, instructor engagement, team collaboration, cost tracking, budgeting, sales, and reporting.

Training Management System Definition

Before we drill down into more details, let’s clarify a couple more definitions. What is a Training Management System (TMS)?

  • TMS Definition: A Training Management System is a software that helps training organizations streamline and optimize the back-office training processes for instructor-led training and virtual instructor-led training (ILT and vILT). Essentially, training management software provides a more efficient way for you to manage, track, and sell training.
  • LMS Definition: A Learning Management System is a software that helps manage eLearning, by enabling content management, course delivery, and progress tracking.

Are the differences between a training management system vs learning management system clearer? Hopefully a little bit. If not, keep reading and we’ll take it step by step.

Instructor-Led Training vs eLearning

A Training Resource Management System helps you with instructor-led training management. Building complex schedules? Assigning trainers and resources to classes?

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Tracking costs per session, region or business unit? These are the sort of things that you can expect your training management software to do for you. A learning management system, on the other hand, is a software dedicated to managing your eLearning. It allows content managers to organize, deliver, and monitor online courses through an end-user interface. Other terms often used interchangeably with a training management software system are a course management system, seminar management system, and the like.

Of course, the training management system and learning management system can complement each other. Therefore, this is why organizations that incorporate both types of training might choose to invest in both types of software. Whether you’re using ILT / vILT learning experiences and eLearning separately, or together in blended learning scenarios, you’ll want training software that can interface with each other to give you a solution tailored to your needs.

Back-office (TMS) vs Front-office (LMS)

There’s only a one-word difference between these two expressions, but it’s an important one. A training management software system is focused on organizing training sessions and is built for training administrators. Its core is its back-office features and capabilities, and it is centered on your organization’s processes. The core training management system features you should look for in a TMS include those focused on scheduling and resource management, operations and logistics, financial planning and performance, reporting, and sales cycle management. Most TMS’s today incorporate some end-user portals as well. However, who uses a training management system on a day-to-day basis? The key stakeholders such as training managers, HR professionals, training companies, corporate university directors, and more. 

A Learning Management System, however, is focused on registration and delivery processes and is built for the learners. It is centered on this interaction with the learners, so the number and diversity of day-to-day users are much larger. Of course, training managers will still oversee the training administered through the LMS, as well as track course completion and learner progress. As such, the end-user experience is at the center of the software, and much of its value lies in the fluidity and intuitiveness of its front-end user interface.

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Training Administration vs Content Delivery

You might have guessed from the previous point that a Training Management System is not the tool you want if you need something to manage content. It’s the tool you want to ensure that all the processes that happen before and after the class are as streamlined as possible. This is why it’s sometimes called a Training Administration Software System or Course Management System.

On the contrary, the LMS is a tool for content delivery. If you’re trying to find a way to optimally manage and deliver eLearning content to your trainees, you’re in the right place. If you want to improve your operational processes, your sales cycle, or your budget monitoring, you’d be better served by training management software.

Processes Involved with a Training Management System vs Learning Management System

A Training Management System typically takes care of all your back-office processes:

  • Organizing logistics and resources
  • Scheduling courses
  • Handling instructor-led training administration – virtual or classroom-based (registration confirmations, reminder emails…)
  • Monitoring financials (tracking costs and profitability, forecasting budgets…)
  • Creating reports and business intelligence
  • Managing orders and invoices, for commercial training companies and extended enterprise

A Learning Management System typically handles the processes related to online course planning, delivery, and assessment:

  • Creating eLearning courses
  • Uploading content
  • Delivering courses online
  • Enrolling students
  • Communicating with students
  • Tracking and assessing learner performance

So, what are the actual features you should look for in a training management system software?

Top 20 Training Management System Features

There are many great training management system features that make it a core layer in the learning tech stack and a key complement to the LMS. These features ensure that you have the best training management software to manage your overall training activity most efficiently. We’ve broken them down into 5 feature categories below:

Scheduling and Resource Management Features

These training management software features ease the complexities of scheduling and managing your instructors and other strategic training resources:

1. Resource management
2. Graphical course scheduling
3. Instructor engagement portal

Operations and Logistics Features

Helping administrators optimize and automate the operations and logistics of training are these must-have training management features:

4. To-do list consolidation
5. Regulation and compliance monitoring
6. Global language and currency support
7. Automated administration
8. Registration management
9. Internal collaboration
10. Audience integration

Financial Planning, and Performance Features

The ability to quantify the value of training and find efficiencies is the reality for today’s training administrators with these features:

11. Training budget management and optimization
12. Sales and profitability monitoring
13. Real-time cost tracking
14. Certification tracking
15. Training plan management

Reporting Features

These training reporting features, help training managers to create meaningful reports, and better understand the data to gain valuable insights:

16. Centralized business analytics and real-time KPIs
17. Fully customizable reports
18. Automated processes and data centralization

Sales Cycle Management Features

For those who manage and sell training as a business, these key training management system features will help to track and manage vital sales activities:

19. Sales cycle management
20. Training catalog and customer success portal

TMS vs LMS Summary

To summarize, here is a visual that illustrates the differences between the Training Management System and Learning Management System in terms of purpose, features and audience:

training management system and learning management system differences tms vs lms

I wish I could tell you that things are always this clear-cut. However, the reality is that lines do tend to get blurry. Some LMSs might have elements to handle ILT / vILT, while some TMSs might incorporate a form of eLearning management.

This is where you need to decipher marketing from actual purpose and capabilities, and closely assess your needs. Ask:

  • What is your share of instructor-led training vs eLearning?
  • Does your difficulty lie more in content management and course delivery, or in logistics, cost tracking, and administrative processes? Can your current software handle those items as in-depth as you’d like?
  • What is the core purpose of the software you’re looking at? Which features are central and which ones are peripheral, and will you be able to get good support on all these features?

These type of questions will help you determine what kind of software, between a Training Management System and Learning Management System, really fits your training needs.

Helpful Resources and Tools

About Training Orchestra

Training Orchestra helps learning professionals optimize the performance of their operation while maximizing their training investment. As a leading Training Resource Management System (TRMS) with more than 600 satisfied clients worldwide, Training Orchestra supports the entire training process from planning and budgeting, scheduling and logistics, to sales and reporting. The integrated solution empowers teams to collaborate effortlessly, enabling L&D Departments, Training Companies, extended enterprise, associations and more, to “Train More with Less.

To find out more about how Training Orchestra can become your best partner in optimizing training operations, don’t hesitate to get in touch with our experts. Or, request a demo below. Let us help you tackle your goals!

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