Training management system RFP template

1. About your training operation

Give vendors the five numbers that decide fit. Vendors that do not ask for these will quote the wrong plan.

1. Sessions delivered per year, and the peak month
2. Instructors or facilitators: internal, contract, seasonal; how many hold distinct certifications
3. Clients, partners or business units served, and whether training is sold or charged to cost centers
4. Delivery modes: classroom, virtual, on-site, blended; locations and time zones
5. Systems in place: LMS, CRM, HRIS (for example Workday), calendar, accounting

2. Scheduling (score each 0 to 3)

0 not available, 1 with configuration or services, 2 standard, 3 standard and shown live in the demo on our data.

1. Conflict detection across clients and time zones before a session is confirmed
2. Two-way Google and Outlook calendar sync
3. Multi-day courses and multi-session programs as linked sessions
4. Reschedule that updates instructor, learners and invoice together
5. Season or term planned in bulk; classes added mid-season without re-planning
6. Rooms, equipment and virtual links on the session

3. Instructors (score each 0 to 3)

Ask for the matching to be demonstrated on your instructor list, not the vendor's sample data.

1. Instructor profile with certifications, skills, location, rate, availability and evaluation scores
2. Matching that ranks qualified instructors on availability, certifications, skills, location, scores and cost
3. Availability submitted by instructors via portal or calendar sync
4. Automated confirmation requests, reminders and calendar invites with tracking
5. Backups, co-instructors and standby roles with correct utilization reporting
6. No per-instructor fees for the full bench

4. Registrations, learners and records (score each 0 to 3)

Registration, attendance and the certification record should come from the same session.

1. Registration pages with capacity, waitlists and reminders
2. Public self-service enrollment with payment (if you sell seats)
3. Attendance and results recorded on the session
4. Certification and completion records with expiry, per learner, exportable
5. Evaluations per session, scored by instructor and by class
6. Learner communications in the system or synced to the HRIS

5. Clients, proposals, billing (score each 0 to 3)

Trace one proposal from draft to invoice in the demo.

1. Client, partner or business-unit accounts with portals
2. Proposals built from the catalog and priced against instructor cost
3. Accepted proposal becomes the schedule
4. Billing tracked against delivered sessions; class tied to a cost center
5. Margin per course, client and instructor
6. Hand-off to the accounting system

6. AI, integrations and governance (score each 0 to 3)

Ask the AI a question about your own data during the demo.

1. AI assistant that answers questions from your schedule, instructors and revenue and flags issues
2. API access; documented integrations with LMS, HRIS, CRM
3. SSO, role-based access, audit logs
4. Data import from the current system included in onboarding
5. Named onboarding owner and a stated time to first class
6. Security documentation and data residency on request

7. Commercial questions

Ask every vendor the same seven, in writing.

1. Pricing model in writing: what is the unit (sessions, licences, learners, registrations) and what makes the price rise?
2. Total price at today's volume and at twice today's volume, including any per-seat, per-trainer or per-registration fees.
3. Contract length and renewal terms. Implementation or setup fees.
4. Time to first class, and who does the implementation (vendor services, partner, the customer).
5. What is included in onboarding: data migration, training, configuration.
6. Add-on modules and what is excluded from the quoted price.
7. Reference customers with a similar delivery volume and instructor model.

8. Scoring

Thirty-six requirements at 0 to 3 gives a maximum of 108. Weight sections two and three double if instructor coordination is your slowest step, and section four double if you sell public seats. Disqualify any vendor that cannot answer the commercial questions in writing.