Best Training Management Software for Providers in 2026
Seven training management systems for providers compared on published prices, pricing model, reviews and fit: Arlo, accessplanit, Administrate and more.
On this page
- Key takeaways
- 1What a modern training operation is made of
- 2Why these seven, and who is left out
- 3How the seven were compared
- 4The seven at a glance
- 5The seven, one by one
- 6Selling across borders: the three checks that come before price
- 7Which one for which provider, at a glance
- 8The right system by type of training provider
- 9How to shortlist in an afternoon
- 10Frequently asked questions
- 11Where to start
The best training management software for a training provider in 2026 depends on the shape of your business more than the country you sell from, and seven systems cover the realistic field: Cademy for a professional provider with a team of administrators, a bench of facilitators and organisation clients across more than one currency, on published prices with everything on one record; Arlo for one or two admins who want a long-established self-serve system; Dante for a small UK provider on a budget; accessplanit for an operation that wants a paid implementation; Administrate and Training Orchestra for enterprise-scale training; and aXcelerate for Australian registered training organisations. This guide sets out what a modern training operation actually has to run, uses that to decide which systems belong in the comparison, compares the seven on evidence you can check yourself, and then turns the whole thing round to start from the kind of training business you are.
If you already know what kind of provider you are, jump to the right system by type of training provider at the end and read your profile.
One disclosure before anything else. Cademy is our product, and it is on the list. We have tried to hold it to the same standard as the others: published facts only, the same rating method for everyone, and the recommendation for each type of provider made on the shape of the business rather than on who wrote the guide. Where a competitor is the better fit, this guide says so.
Key takeaways
- A modern training operation runs five delivery formats, sells to individuals and organisations at once, involves administrators, facilitators, finance and learners, and ties a dozen processes to one course record. A system that covers only part of that loop leaves the rest in spreadsheets.
- Three of the seven publish full prices (Arlo in six currencies, Cademy in three, Dante in GBP); accessplanit publishes a US list and quotes elsewhere; Administrate, aXcelerate and Training Orchestra are quote-only.
- The pricing model decides the bill more than the headline. For a five-administrator team running 4,000 registrations a year, the published prices give Cademy Teams at $7,788 for the first year, Arlo Simple at about $15,700 and accessplanit Advanced at about $26,400 including implementation.
- Customer ratings are close at the top (Cademy 4.8 from 86 reviews, Dante 4.8 from 24, Arlo 4.6 from 253, accessplanit 4.6 from 81) and lower or too thin for the enterprise systems. Read the dates as well as the scores: Cademy’s reviews are all from the last three years, while the most recent public review of Administrate is from 2023.
- The vendor comparison is the shortcut. The decision that holds is made from the type of training business you run, and the last section does that for six common profiles.
What a modern training operation is made of
Before comparing systems it is worth being precise about what they are supposed to run, because the list of things a training business does has grown quietly over ten years and most software categories were named before it did.
Five ways of delivering. A provider that once ran classroom days now runs some mix of in-person courses, live online sessions over Zoom or Teams, on-demand content learners work through alone, blended programmes that combine the two, and courses that exist “on request” until a client asks for a date. The same course title is often sold in three of these formats, and the same learner may move between them.
Two kinds of buyer. Individuals book and pay by card. Organisations book several people at once, want one invoice with their purchase order number on it, expect payment terms, sometimes need a deposit or instalments, and later ask for the certificates of everyone they sent. Most providers sell to both, often on the same date.
Four kinds of person inside the operation. Administrators who run the schedule and the money. Facilitators, often freelance, who need to see their own dates, delegates and registers and nothing else. A finance function, even if it is one person on a Friday afternoon, that needs the training system and the accounts to agree. And learners, who expect a booking confirmation, a reminder, a joining link, a certificate and a place to find them all again.
A dozen processes tied to one record. The loop runs from a course listing to a scheduled date, to a booking, to a payment or an invoice, to a register on the day, to a certificate with an expiry date, to a report at month end, and round again when the certificate nears renewal. Each step used to be a separate tool. The value of a training management system is that the person who booked, the date they booked, the invoice, the register entry and the certificate are one object seen from different screens.
One record travels the whole loop. A tool that covers two or three steps leaves the rest in spreadsheets.
And, increasingly, more than one country. Prices in more than one currency, tax that is VAT in one market, GST in another and sales tax in a third, and clients whose finance systems expect a Xero, HubSpot, Salesforce or NetSuite record to appear without anyone typing it twice.
That is the operation. A system for it has to cover the whole loop, for both kinds of buyer, for all four kinds of person, in the formats and countries the provider actually sells in. That definition is what decides which products belong in the comparison below and which do not.
Why these seven, and who is left out
Search for “training management software” and most of the lists that come back are corporate LMS lists: iSpring, Docebo, TalentLMS, Absorb, 360Learning. They are good products for an organisation training its own employees. Against the loop above they stop at the first step: they have no public course date, no booker who pays for three seats, no invoice and no facilitator who is not an employee. Course platforms (Teachable, Thinkific, LearnWorlds) sell self-paced content to individuals and stop at the second buyer. Booking and registration tools (Eventbrite, Bookwhen, CourseStorm) sell seats and stop at the payment. Generic CRMs hold the relationship and nothing else. Each of these is covered in TMS vs LMS and the course booking software guide; none of them runs a training business.
The seven systems here are the ones built for the loop: they put dates on sale, take bookings and payment from individuals and organisations, run facilitators and registers, issue certificates, invoice and report. They are also the ones with enough public evidence to assess fairly. If a vendor publishes neither prices nor reviews, and we could not read its product pages well enough to describe it honestly, it is not here. If you are unsure whether you need this category at all, what is a training management system defines the job list this guide assumes.
How the seven were compared
Every system was compared on the same evidence, gathered on 29 September 2026:
- What the vendor publishes about price on its own website, quoted as written, in the currencies it publishes.
- The pricing model: what you pay for (admins, learners, registrations, a package) and what that does to the bill as you grow.
- Customer ratings across the three main review sites. Capterra, G2 and Trustpilot each hold a different slice of a vendor’s customers, so the figure below is the review-weighted average across all three, with the total count shown. A 4.8 from 24 reviews and a 4.6 from 253 are different kinds of evidence, and the count says which. Capterra, GetApp and Software Advice share one review pool, so it is counted once. The date of the most recent review is noted too: a rating built in 2016 describes a different product from the one on sale in 2026.
- Markets: where the vendor is based, which currencies it prices in, and where its customers visibly are.
- Where it stops: the jobs from the loop it does not cover, or covers only as a paid module.
Nothing here comes from a vendor briefing, a demo or an affiliate arrangement. Where a figure is a review site’s rather than the vendor’s (their “starting price” fields lag the real pages), it is labelled.
The seven at a glance
| System | Best for | Markets | Publishes prices? | Pricing model | Customer rating (reviews) |
|---|---|---|---|---|---|
| accessplanit | Established provider with a regulated workflow and an implementation budget | UK and US | Partly (US list; quote elsewhere) | Annual package + active learner fee + implementation | 4.6 (81) |
| Administrate | Enterprise training operations, several sites, thousands of learners | UK, US, global enterprise | No | Quote, on learner counts and admin team size | 4.1 (56) |
| Arlo | Providers with one or two admins who want a long-established, self-serve system | NZ-founded; prices in USD, NZD, AUD, GBP, EUR, CAD | Yes | Per admin licence + per registration | 4.6 (253) |
| aXcelerate | Australian RTOs and vocational providers | Australia, New Zealand | No | Quote, on delivery volume | Too few reviews to rate (4) |
| Cademy | Professional providers with a team: several admins, many facilitators, organisation clients, more than one currency or tax jurisdiction | UK-built; subscription priced in GBP, USD, EUR; sells courses in eight currencies (GBP, USD, EUR, AUD, CAD, NZD, ZAR, MYR); customers in the UK, US, Canada, EU, UAE, Australia and New Zealand | Yes | Capacity tiers; Teams includes 5 admins and 50 facilitators, no per-registration or implementation fee | 4.8 (86) |
| Dante | Small UK provider replacing spreadsheets on a budget | UK; GBP only | Yes | Flat monthly, two tiers | 4.8 (24) |
| Training Orchestra | Corporate L&D and large training companies with complex logistics | France-founded; US and global enterprise | No | Quote | Too few reviews to rate (1) |
Ratings are the review-weighted average of Capterra, G2 and Trustpilot scores on 29 September 2026; the sources section lists each profile. Scores age, so the second table shows when the reviews were written.
| System | Most recent public review | How far back the visible reviews go |
|---|---|---|
| accessplanit | June 2025 | 2018 |
| Administrate | October 2023 | 2014 |
| Arlo | August 2025 | 2017 |
| Cademy | September 2026 | 2023 |
| Dante | September 2025 | 2016 |
Read together, the two tables say something the scores alone do not. Arlo has the broadest base and it is still being added to. Cademy’s base is younger and smaller, but every one of its Capterra reviews was written this year and the whole set falls inside three years, which is what a product being actively adopted looks like. Administrate’s last public review predates this guide by three years.
The seven, one by one
In alphabetical order, which is the only order that does not imply a ranking. Each entry covers what the system is, what it publishes about price, what its customers say and when they said it, where it stops, and who it is best for.
accessplanit
Long-established UK training management system for training companies and internal training teams
What it is
A long-established UK training management system, sold to training companies and internal training teams in the UK and the US. The standard package is broad: course and resource management, online booking, a finance module, workflows, awards and certification, a trainer portal, vouchers and promotions, reporting.
What it publishes about price
The UK pricing page names the factors (administrator licences, delegates trained a year, implementation package, add-on modules) and says a quote follows. A US price list on the same site is specific: Essential at $330 a month billed annually with three admin licences and 5 GB storage, Advanced at $870 with five licences, Enterprise on request; $2 per active learner ($4 over the allowance); implementation from $6,995, $7,995 and $8,995 respectively; and optional modules (e-learning, single sign-on, Xero or Sage integration, multi-language, sandbox, Exchange calendar) at $3,000 each. Annual licences can be split into monthly or quarterly payments at a higher total.
What customers say
4.6 from 81 reviews (Capterra 4.6 from 75, G2 4.7 from 6; no Trustpilot reviews), written between 2018 and June 2025. Customer service is the highest Capterra sub-score at 4.8, and automation is the most praised feature. The consistent complaint is that implementation is long and demanding; the vendor's own pricing page describes a 90-day implementation period, which is the honest version of the same fact.
Where it stops
E-learning is a paid module rather than part of the package, as are the accounting integrations and SSO. Outside the UK and US, expect a conversation before a price exists. A small provider pays for a configured system whether or not it needs configuring.
Best for
An established provider with several administrators, a compliance-heavy workflow and a budget that can absorb a five-figure first year in exchange for a system set up for them.
Administrate
Enterprise training operations platform for large training companies and corporate training departments
What it is
A training operations platform aimed at enterprise: large training companies and corporate training departments running programmes across sites and countries, with a UK and US presence. The pitch is scheduling at scale, reporting, and integrations with the rest of an enterprise stack.
What it publishes about price
No figures. The pricing page describes its range as "five to mid-six figures", priced on annual learner counts and the size of the administrative team, with onboarding "in as little as 12 weeks". Capterra's listing shows a starting price of $65,000 a year, which is Capterra's field rather than the vendor's page, and consistent with the range the vendor gives.
What customers say
4.1 from 56 reviews (Capterra 4.3 from 41, G2 3.6 from 15; a claimed but empty Trustpilot profile). Many of the Capterra reviews date from 2014 to 2016 and the most recent is from October 2023, so the score describes an earlier generation of the product. The praise is for consolidation: many training functions in one platform, replacing separate systems and spreadsheets. The recurring complaint is a dated interface, described as clunky and sometimes slow; ease of use is the lowest Capterra sub-score at 4.0.
Where it stops
Below enterprise scale. A provider with one administrator and 900 registrations a year is not the customer, and the price range says so.
Best for
An organisation training thousands of learners a year across several sites or countries, with an IT team to integrate it and a budget where the system is a small line next to the operation it runs.
Arlo
New Zealand-founded, self-serve training management system sold worldwide
What it is
A New Zealand-founded training management system for commercial providers, sold worldwide, and the most complete self-serve option among the long-established names: course scheduling, online registration and payment, CRM, email automation, website integration, reporting, with e-learning as add-on modules.
What it publishes about price
Everything, in USD, NZD, AUD, GBP, EUR and CAD. In USD: Simple at $132 per administrator per month ($118 billed annually), Professional at $227 ($204), Enterprise at $302 ($271), Scale on application. On top of the licences, $2.15 per paid registration and $1.07 per free one, with credit for cancellations within 30 days. E-learning authoring and SCORM hosting are $99 a month each or $149 bundled, plus $50 per additional author and $0.50 per SCORM enrolment. A 14-day trial and no long contract.
What customers say
4.6 from 253 reviews (Capterra 4.7 from 147, G2 4.5 from 90, Trustpilot 4.2 from 16), the largest review base on this list by a distance, running from 2017 to August 2025. The praise is for the all-in-one scope and the support. The complaints are limited website customisation, a dated API, email limitations and, on G2, price for smaller organisations.
Where it stops
The per-registration fee is small per seat and real at volume: 2,000 paid registrations a year is $4,300 on top of the licences, and a large free-course programme pays $1.07 a head to run. E-learning costs extra on every plan.
Best for
A provider anywhere in the six currency markets with one or two administrators and a moderate booking volume that wants a mature, well-reviewed system it can set up itself, and is comfortable with a bill that has a variable component.
aXcelerate
Australian student management system and LMS for RTOs and vocational providers
What it is
An Australian student management system and LMS built for registered training organisations (RTOs), universities and vocational providers, where compliance reporting to the national training system is the job that decides the purchase.
What it publishes about price
No figures. The pricing page describes three models (short-course, paying for active learners; long-course, a flat monthly fee with unlimited learners; and a hybrid), a Turbo plan and a POA plan, unlimited administrators and trainers on every model, and fees that "scale with your volume of delivery". Data migration, onboarding, enrolment setup and integrations are professional services quoted separately.
What customers say
Four reviews on Capterra and none found on G2 or Trustpilot, which is too few to read anything into, and this guide does not.
Where it stops
Outside Australia and New Zealand. For a provider elsewhere the compliance features are irrelevant and the pricing conversation starts from a different market's assumptions.
Best for
An Australian RTO whose first requirement is national compliance reporting and who wants unlimited admin seats.
Cademy
UK-built training platform for professional providers: course builder and LMS, booking, CRM, training management, payments and invoicing on one record
What it is
Our product: a training platform built in the UK for professional training providers, with customers in the UK, US, Canada, EU, UAE, Australia and New Zealand. It puts all five products on one record: course builder and LMS, course booking, training CRM, training management (scheduling, registers, certificates) and payments and invoicing. Public and private courses, in person, live online, on demand, blended and on request, run from the same course. The plan built for the providers this guide is written for is Teams: a finance-grade back office for a business with several administrators, a bench of facilitators and organisation clients, priced in three currencies, selling in eight, and readable without a sales call. It ships continuously; the public release notes run to more than 240 entries since February 2023.
What it publishes about price
Everything, in GBP, USD and EUR. Teams, the plan for a professional provider: $649 a month billed yearly or $779 monthly (£499 or £599; €649 or €779), with five administrators, fifty facilitators, 5,000 registrations a year and 100 published courses, and the finance layer a B2B provider needs: pay by invoice at checkout with PO numbers and payment terms, deposits from 1% to 95%, instalments over two to twelve months, invoices and credit notes synced to Xero, multiple invoice and tax profiles with a rate and label per country, SCORM, API access and webhooks, scheduled exports, custom email domains and premium support. Customers can be charged in £, $, €, AU$, NZ$ and more. Enterprise adds SSO, custom integrations, onboarding and migration, a dedicated engineer as account manager and a 99.99% uptime SLA, by quote. Two smaller plans, Pro ($129 a month billed yearly) and a free tier, exist for providers earlier in their growth. There is no per-registration fee on any paid plan and no implementation fee on any plan.
What customers say
4.8 from 86 reviews (Trustpilot 4.8 from 65, Capterra 4.9 from 17, G2 5.0 from 4), the highest weighted score on the list and the second-largest base. All of it is recent: the Trustpilot reviews run from 2023 to this year and every Capterra review was written in 2026, by training providers rather than learners. Support scores highest everywhere, with 5.0 for customer service on Capterra, which for a team switching systems is the number that matters most in the first quarter. The one recurring wish in the reviews is deeper e-learning authoring.
Where it is going
Cademy is the youngest system on this list, and the trade for that is a roadmap that is still being worked through rather than a product that has settled. Three items a large team may ask about are on that roadmap and not in the product today: room capacity and clash detection on the scheduler (locations are addresses now, and the timeline shows unassigned dates), automatic reminders as a certificate approaches its expiry date (expiry is on every record and registrations sort and export by it), and SCORM 2004 alongside the SCORM 1.2 it supports. SOC 2 and ISO 27001 audits are under way, for the procurement teams that will ask. Everything above the line, the record, the booking, the invoice, the register and the certificate as one object, is already there, and that is the part of a system that is hard to retrofit.
Best for
A professional training provider with a team: several administrators, a bench of freelance or employed facilitators, organisation clients who need invoices, PO numbers, deposits and instalments, and prices or tax in more than one country, who wants the whole loop in one system, on published prices, without a paid implementation project.
What the published prices say for a five-admin team
For that provider the published prices are unusually easy to compare. Take five administrators and 4,000 registrations a year. Cademy Teams is $649 a month, $7,788 for the year, with the facilitators, the LMS, the invoicing and the tax handling inside it. Arlo Simple is five licences at $118 plus 4,000 registrations at $2.15, about $15,700 before any e-learning module. accessplanit Advanced on its published US list is $870 a month plus $2 per active learner plus implementation from $7,995, about $26,400 in the first year. Administrate starts at five figures by its own description.
First-year cost for a five-admin team with 4,000 registrations, published USD prices
USD only, from each vendor's published prices on 29 September 2026. Administrate, aXcelerate and Training Orchestra publish no figures; Dante's GBP plans are listed with 30 users.
Dante
UK training management system for small and growing providers replacing spreadsheets
What it is
A UK training management system for small and growing providers, pitched at replacing spreadsheets and paper: course scheduling, online booking with a WordPress plugin, delegate management, certificates, invoicing with a direct Xero integration, and reporting.
What it publishes about price
Two plans in GBP on a rolling monthly agreement: Essentials at £70 a month and Professional at £200 a month, each listed with 30 users, plus a one-off implementation charge of £500 to £1,100 for Essentials and £1,250 to £2,500 for Professional. The page does not say whether "users" means administrators or delegates, or whether the prices exclude VAT, so ask both before comparing.
What customers say
4.8 from 24 reviews, all on Capterra (an empty Trustpilot profile and no G2 listing for the training product), 13 of them since December 2024. Ease of use, support and value all score 4.8. Support is the most praised feature. The recurring complaint is an interface that looks dated.
Where it stops
E-learning is not part of the offer, so a provider with online content needs a separate LMS. Pricing is GBP only and the customer base is UK, so a provider elsewhere is buying a UK product without a local presence. The user cap and the two-tier structure suit a small team and become a conversation above it.
Best for
A small UK provider running live courses only, that wants the cheapest published UK price for a purpose-built system and does not need online learning.
Training Orchestra
Training management system with roots in corporate L&D, sold to L&D teams, training companies and extended enterprise
What it is
A training management system with roots in corporate L&D, founded in France and sold globally, to three audiences: internal training departments, training companies, and extended enterprise (training customers and partners). Its strength is logistics and cost management at scale: sessions, instructors, rooms, budgets, and reporting back to the business. It claims '800+ companies'.
What it publishes about price
No figures and no pricing page; the calls to action are a demo and a conversation. Capterra lists a starting price of $560 a month, which is Capterra's field and not confirmed by the vendor.
What customers say
One review on G2 and none on Capterra or Trustpilot, so there is nothing independent to weigh.
Where it stops
The commercial front end. It descends from the corporate side of the TMS family (the two meanings of 'TMS' are covered in the guide linked at the top), and a small provider whose first job is selling public seats online will find the centre of gravity elsewhere.
Best for
A large training company or an L&D department whose problem is scheduling and budgeting instructor-led training across a big organisation, and who will run a proper procurement.
Selling across borders: the three checks that come before price
Most of our readers sell in more than one country, or plan to. Three things decide the shortlist before a single licence fee does.
Currencies. Can the system publish a course in the buyer’s currency and invoice in it, without a workaround? Arlo prices its own licences in six currencies and Cademy in three; Cademy also charges customers in £, $, €, AU$, NZ$ and more. Dante is GBP only. For the quote-only systems, ask directly.
Tax. Sales tax in the US, VAT in the UK, Ireland and the EU, GST in Australia, New Zealand and Canada, VAT in the UAE and consumption tax in Japan all attach to a training seat differently. A system should let you set a rate and a label per country and apply it at checkout and on the invoice; Cademy does this with tax profiles on its Teams plan, and the others should be asked to show it in a demo rather than describe it.
Payment processing. Card fees sit outside every licence above. Stripe operates in all nine of the markets most of our readers sell from (the US, Canada, the EU, Ireland, the UK, the UAE, Japan, Australia and New Zealand), and its published domestic rate differs by country: 2.9% plus 30 cents in the US, 1.5% plus 20p in the UK, and different again elsewhere. Check the local page for your market and whether the system adds its own percentage on top.
Which one for which provider, at a glance
Start from the shape of your business
Dante is the cheapest published UK price for a purpose-built system. Arlo and Cademy both publish entry plans in your currency.
Five admins, fifty facilitators, invoicing with PO numbers, deposits and instalments, tax profiles per country, Xero, API and webhooks, for $649 a month with no per-registration or implementation fee. Arlo Professional is the established alternative if you prefer per-admin pricing.
A configured system and a project team are what the implementation fee buys. Add the e-learning module if you need it.
Compliance reporting is the job; unlimited admin seats.
Administrate for a training company that wants the longest enterprise track record; Training Orchestra when the problem is corporate L&D logistics and budgets; Cademy Enterprise for SSO, a 99.99% SLA, HubSpot, Salesforce and NetSuite integrations and a dedicated engineer, quoted from a published Teams base rather than from 'five figures', with SOC 2 and ISO 27001 audits under way and a product that ships updates most weeks.
The rows are a shortcut, and the next section is the long way round: the same decision made from the type of training business you run. Two shapes fall between the rows first. A provider that sells mostly online content with occasional live dates is probably better served by an LMS with a booking tool beside it, covered in TMS vs LMS. A provider that only sells a handful of public workshops a year does not need any of the seven yet; the course booking software guide covers what does.
The right system by type of training provider
A vendor-by-vendor comparison answers the question a buyer did not ask. Nobody runs “a training business” in the abstract; they run a first-aid company with six trainers on the road, or an accredited professional-development school with clients in four countries, or the training arm of a software company. The evidence above lands differently for each. So here is the same evidence read from the other end: six common types of training provider, what each one actually needs the system to do, our pick, and the systems also worth a look, with the honest reason for each. Find yours and read that one.
The independent trainer or small consultancy
One or two people, a public schedule, the first organisation clients
The shape
An owner who teaches and runs the admin, perhaps one associate, a public schedule of dates sold from the website, and a growing number of companies asking for an invoice rather than a card form. Live courses first, with a course or two moving online.
What matters
- A booking page that takes cards and, when a company asks, produces an invoice with their PO number
- Reminders, joining links and certificates that send themselves
- A simple LMS for the content that is moving online
- A price that does not move every time a booking comes in
Our pick: Cademy Pro
One admin, ten facilitator seats for the associates you bring in, 1,000 registrations, the full LMS, private courses for clients, invoices and manual payments, imports, your branding and Zapier, with no fee per registration, so a busy month costs the same as a quiet one.
Several of Cademy's customers arrived from Arlo, which is why there is a dedicated Arlo importer.
Also worth a look
- Arlo Simple. $118 per administrator plus $2.15 per paid registration, with e-learning a $99 to $149 add-on. The longer track record and the larger review base; at 1,000 registrations a year the two are close on price.
- Dante. £70 a month plus implementation, UK only. The cheapest published UK price for a purpose-built system, with no e-learning.
The compliance and safety training company
First aid, health and safety, fire, manual handling, IOSH and NEBOSH courses; public dates and private client courses
The shape
A team of two to five administrators and a bench of employed and freelance trainers running a dense public schedule across several venues, alongside private courses delivered on client sites. Certificates carry expiry dates, CPD matters, and most revenue comes from organisations who book several delegates and pay on account.
What matters
- Facilitators who see only their own dates and registers, in the dozens, without admin prices
- Certificates issued automatically on attendance, with expiry dates you can sort and export by, and CPD awarded with them
- Private courses and private dates linked to an organisation, with the booker managing the places
- Invoices with PO numbers and terms, deposits and instalments, synced to the accounts
- Registers and attendance printouts for the day, and reporting by client at month end
Our pick: Cademy Teams
Five administrators and fifty facilitator seats, 5,000 registrations, 100 courses, certificates and CPD issued automatically with expiry on every record, private courses per organisation, deposits and instalments, invoices and credit notes synced to Xero, and premium support. For a five-admin team with 4,000 registrations that is $7,788 for the year, against about $15,700 on Arlo Simple and about $26,400 on accessplanit Advanced with its implementation fee, from the vendors' published prices.
Certificate renewal reminders are on the roadmap rather than in the product today; expiry dates are on every record and registrations sort and export by them.
Also worth a look
- accessplanit. Long established with UK compliance providers and strong on automation; the right choice if you want a vendor-run 90-day implementation and can absorb a five-figure first year.
- Arlo Professional. Per-administrator pricing with the deepest review base; budget for the per-registration fee at compliance-course volumes and the e-learning module if you need it.
The professional development or accredited course provider
Certified programmes sold to individuals and employers, often across borders
The shape
Multi-day and modular programmes, blended delivery, cohorts that run live online across time zones, and learners who pay in dollars, pounds and euros. Some pay themselves in instalments; some are sent by an employer who wants one invoice. Tax differs by where the learner sits.
What matters
- Prices and invoices in more than one currency, with the right tax rate and label per country
- Instalment plans for self-funded learners and deposits for employer bookings
- A real LMS for the blended parts: lessons, video, quizzes with pass marks, drip-fed content, forums, certificates
- Multiple invoice and tax profiles if you trade under more than one entity
- An API and webhooks for the marketing and finance systems around it
Our pick: Cademy Teams
Prices published in GBP, USD and EUR and courses sold in eight currencies (GBP, USD, EUR, AUD, CAD, NZD, ZAR and MYR); automatic tax handling with a rate and label per country; instalments over two to twelve months and deposits from 1% to 95%; the LMS included with SCORM; multiple Xero accounts and invoice and tax profiles; API, webhooks and scheduled exports. Of the systems that publish prices, it is the one that puts the whole finance layer inside the subscription: currencies, tax per country, deposits, instalments and the accounting sync.
Also worth a look
- Arlo. Publishes licence prices in six currencies and sells worldwide; the strongest alternative for a provider whose first requirement is a long track record in their own market, with e-learning as an add-on.
- Training Orchestra. If the programmes are run for other organisations' staff at enterprise scale (extended enterprise), its logistics and budgeting depth is the point.
The software or product training team
Customer education and partner enablement, run as a business unit
The shape
A training function inside a product company that certifies customers and partners: public virtual classes, private onboarding sessions for accounts, an on-demand library, and certifications with expiry. The team is small, the audience is global, and the CRM and the finance system already exist.
What matters
- Live online, on demand and blended from the same course record, with SCORM for content built elsewhere
- Certifications with expiry dates and CPD-style credits, issued automatically
- Private dates tied to a customer account, with the account's admin managing seats
- API and webhooks so completions and certificates flow into the CRM and the product
- A path to SSO and to HubSpot, Salesforce or NetSuite when the organisation asks
Our pick: Cademy Teams, with Enterprise when IT asks for SSO
All five formats on one record, SCORM, certificates with expiry, private courses per organisation with the booker managing seats, API, webhooks and scheduled exports, in eight currencies with automatic tax. When the wider organisation needs SSO, a contractual SLA or the HubSpot, Salesforce and NetSuite integrations, Enterprise adds them on top of the same product rather than a different one.
Also worth a look
- Arlo. Mature virtual-classroom scheduling and registration with a large review base; e-learning and SCORM hosting are add-on modules.
- Training Orchestra. Built for extended-enterprise training at scale; the fit when the programme is large, the budgeting is complex and procurement is running the purchase.
The vocational or registered training organisation
Nationally regulated qualifications, funded places, compliance reporting to government
The shape
An Australian or New Zealand RTO, a college or an apprenticeship provider whose first requirement is reporting enrolments, outcomes and funding to the national system in the mandated format, with unlimited trainers and assessors on the platform.
What matters
- Compliance reporting in the national format, first and above everything else
- Student management across long courses and units of competency
- Unlimited administrator and trainer seats
- Funded and fee-for-service places on the same system
Our pick: aXcelerate
Built for exactly this in Australia and New Zealand: a student management system and LMS with compliance reporting at the centre, unlimited administrators and trainers, and pricing that scales with delivery volume. Migration, onboarding and integrations are professional services quoted separately.
Also worth a look
- Cademy. For the commercial short-course side of a college or an RTO, sold to the public and to employers rather than reported to a regulator, the Teams plan covers the loop in AU$ and NZ$ with no per-registration fee.
- Administrate. For a large vocational provider outside Australia running programmes across sites, with a procurement process and an IT team.
The multi-entity training company or awarding body
Many administrators, several trading entities or countries, procurement in the room
The shape
More than five administrators, several trading entities or sites, an awarding-body or accreditation relationship, an IT function with a single sign-on policy, a CRM the sales team already lives in, and a procurement process that asks about uptime, security certification and data handling before it asks about features.
What matters
- SSO and custom security, and a vendor that can answer a security questionnaire
- A contractual uptime commitment
- Integrations with the CRM and finance systems the organisation runs: HubSpot, Salesforce, NetSuite
- A migration plan with a named engineer, and a roadmap you can see
- Multiple entities, currencies and tax jurisdictions on one platform
Our pick: A proper procurement across three
Administrate has the longest enterprise track record among the training-company systems and is built for programmes across sites and countries; expect a five-figure entry point, onboarding in around 12 weeks and an interface reviewers describe as dated. Training Orchestra brings the deepest logistics and budgeting for instructor-led training at scale and suits an operation that looks like corporate L&D.
Cademy Enterprise is the notable mention for this profile and the one to put alongside them: everything in Teams plus SSO via SAML, custom security, a 99.99% uptime SLA, custom features, APIs and integrations including the HubSpot, Salesforce and NetSuite apps, onboarding and migration, and a dedicated engineer as account manager. SOC 2 and ISO 27001 audits are under way. It is quoted from a published Teams base rather than from 'five figures', the product ships updates most weeks, and every one of its public reviews was written in the last three years.
If Cademy is on your shortlist: the plan by the size of your operation
Four of the six profiles above land on a Cademy plan, so here is how the three plans map to the size of an operation, in one table, with the finance and integration layers that decide it.
If Cademy is on your shortlist: the plan by the size of your operation
Scroll sideways to see every column.
| What your operation needs | Growing providerCademy Pro · $129 / £99 / €129 a month | Professional teamCademy Teams · $649 / £499 / €649 a month | Multi-entity or regulatedCademy Enterprise · by quote |
|---|---|---|---|
| Capacity | |||
| Administrators | 1 | 5 | Custom |
| Facilitators, with their own seats and their own view | 10 | 50 | Custom |
| Registrations a year | 1,000 | 5,000 | Custom |
| Published courses | 20 | 100 | Custom |
| Running courses | |||
| In person, live online, on demand, blended, on request | Included | Included | Included |
| Month, week, year, timeline and list views; Google and Outlook calendar sync; Zoom | Included | Included | Included |
| Course builder and LMS: lessons, video, quizzes, drip, forums, certificates with expiry, CPD | Included | Included | Included |
| SCORM courses | Not on this plan | Included | Included |
| Private courses and private dates for organisation clients | Included | Included | Included |
| Getting paid | |||
| Customer currencies: £, $, €, AU$, NZ$ and more | Included | Included | Included |
| Invoices with PO numbers and payment terms; manual and bank payments | Included | Included | Included |
| Deposits (1% to 95%) and instalments (2 to 12 months) | Not on this plan | Included | Included |
| Xero sync for invoices, payments and credit notes | Not on this plan | Included | Included |
| Multiple Xero accounts, invoice profiles and tax profiles | Not on this plan | Included | Included |
| Automatic VAT and tax handling, a rate and label per country | Not on this plan | Included | Included |
| Connecting it | |||
| Your brand, analytics pixels, Zapier, course imports (incl. the Arlo importer) | Included | Included | Included |
| API access, webhooks, scheduled exports, custom email domain | Not on this plan | Included | Included |
| HubSpot, Salesforce, NetSuite | On request | On request | Included |
| SSO (SAML), custom security, 99.99% uptime SLA | Not on this plan | Not on this plan | Included |
| Support and cost | |||
| Support | Live chat with a person | Premium support | Dedicated engineer |
| Onboarding and migration | Self-serve importers | Self-serve importers | Included |
| Implementation fee | None | None | Scoped in quote |
| Per-registration fee | None | None | None |
Plan limits and prices from cademy.io/pricing on 29 September 2026. Pro and Teams start with a free trial; the free tier below Pro is for a first course and first learners.
How to shortlist in an afternoon
- 1Write down your shape in six numbers
Admins, trainers, registrations a year, courses, the share of bookings that need an invoice, and the number of currencies you sell in. Every pricing model above is a function of these.
- 2Price the three that fit your row
Use the published prices where they exist and the vendor's own factors where they do not. Include implementation, e-learning, integrations and tax handling, not just the licence.
- 3Run one real course through the two that publish prices
Arlo has a 14-day trial; Cademy Teams starts with a free trial and a free tier below it. Put a real date on sale in your currency, take a test booking, issue the certificate, raise the invoice with the right tax on it.
- 4Ask the quote-only vendors the same six numbers
You should have a figure inside a week. If you do not, the sales process is telling you something about the support process.
- 5Check the exit before you sign
Exports of every object, an API if you have anyone technical, and a plain answer to what leaving costs.
Frequently asked questions
Which training management software publishes its prices? Arlo (from $132 per admin per month, or $118 billed annually, plus $2.15 per paid registration, in six currencies), Cademy ($649 a month billed yearly for Teams, $129 for Pro, and a free tier, in USD, GBP and EUR) and Dante (£70 and £200 a month plus implementation, GBP only) publish full prices. accessplanit publishes a US price list (from $330 a month plus implementation from $6,995) and quotes elsewhere. Administrate, aXcelerate and Training Orchestra are quote-only.
What is the cheapest training management system? It depends on the size of the team, because the pricing models cross. For a single administrator, Dante’s Essentials plan (£70 a month plus implementation, UK only) and Cademy Pro ($129 a month billed yearly) are the lowest published paid entry points. For a team of five administrators running 4,000 registrations a year, Cademy Teams at $649 a month ($7,788 a year, all in) is the lowest published figure by a wide margin: Arlo Simple works out at about $15,700 with its per-registration fees and accessplanit Advanced at about $26,400 in the first year with implementation.
Which training management software has the best reviews? Weighted across Capterra, G2 and Trustpilot on 29 September 2026: Cademy 4.8 from 86 reviews, Dante 4.8 from 24, Arlo 4.6 from 253, accessplanit 4.6 from 81, Administrate 4.1 from 56. aXcelerate and Training Orchestra have too few public reviews to rate. Read the count and the dates alongside the score: Arlo’s 253 is the deepest evidence base, Cademy’s 86 is the most recent (all since 2023), and Administrate’s most recent public review is from 2023.
Which training management system works outside the UK and US? Arlo prices in USD, NZD, AUD, GBP, EUR and CAD and sells worldwide. Cademy publishes its subscription in GBP, USD and EUR, lets you sell courses in eight currencies (GBP, USD, EUR, AUD, CAD, NZD, ZAR and MYR), and has customers in the UK, US, Canada, EU, UAE, Australia and New Zealand. aXcelerate is built for Australia and New Zealand. Administrate and Training Orchestra sell globally at enterprise scale. accessplanit is UK and US; Dante is UK only.
Is Arlo or accessplanit better? They suit different providers. Arlo is self-serve, publishes every price in six currencies and has the largest review base (4.6 from 253); its costs scale with admins and registrations. accessplanit is sold with a paid implementation and quotes outside the US; its strengths are automation and support, and its cost is front-loaded. A one-admin provider usually lands on Arlo; a multi-admin, compliance-heavy provider in the UK or US is accessplanit’s customer.
How often is this comparison updated? Every 90 days, or sooner if a vendor changes its published pricing. The prices and ratings above were read on 29 September 2026; the date at the top of the page changes when they are re-checked.
Where to start
If you found your profile above, the fastest way to decide is to run a real course through the system it points at rather than read another comparison. You can start a Cademy trial and put a date on sale today, or book a call and we will walk through your numbers against the other six and tell you plainly if one of them is the better fit.
Sources
Prices and review figures checked 29 September 2026. Vendors change prices and reviews accrue; check before you decide.
- accessplanit: pricing page, US price list (PDF), Capterra, G2
- Administrate: pricing, Capterra, G2, Trustpilot
- Arlo: pricing, Capterra, G2, Trustpilot
- aXcelerate: pricing, Capterra
- Cademy: pricing, Capterra, G2, Trustpilot
- Dante: pricing, Capterra, Trustpilot
- Training Orchestra: website, Capterra, G2
- Stripe: US pricing and UK pricing