LMS Migration: A Comprehensive Guide for RTOs Leave a comment

As an RTO in Australia, you know that a high-quality learning management system (LMS) is essential for delivering online education to your students. However, as your RTO grows and changes, your LMS needs may evolve as well. This is where LMS migration comes in.

In this blog post, I will provide you with a comprehensive guide to LMS migration for RTOs. I will cover everything you need to know, from planning and preparation to execution and post-migration support.

What is LMS Migration

LMS migration is the process of moving data and content from one LMS to another. It can be a complex process, but it is important to do it right in order to avoid disrupting your RTO’s operations.

To know how to choose an LMS for your RTO read this blog: How to Choose the Best Learning Management System for RTOs

Why RTOs Need LMS Migration

There are a number of reasons why RTOs might choose to migrate to a new Learning Management System. One of the most common reasons is current LMS has become obsolete.

Some other common reasons include:

  • To improve the user experience: A new LMS can provide a more user-friendly interface, making it easier for students to access and learn from your courses.
  • To add new features and functionality: A new LMS may have features that your current LMS does not, such as mobile learning, social learning, or gamification.
  • To reduce costs: A new LMS may be more affordable than your current LMS, or it may offer a better value for the price.
  • To improve security and compliance: A new LMS may have better security features and be more compliant with Australian regulations.
  • To consolidate multiple LMSs onto a single platform: If you are using multiple LMSs, migrating to a single LMS can streamline your operations and save you time and money.
  • Your learner and admin dashboards are broken: This can make it difficult for both students and instructors to manage their learning and teaching.
  • Your LMS provider’s customer and tech support are inadequate: You need to be able to rely on your LMS provider for support when you need it.
  • Your in-house built eLearning platform is underperforming: If your in-house platform is outdated or no longer meets your needs, it may be time to switch to a commercial LMS.
  • Your LMS is buggy, crashes, and is slow: This can disrupt your students’ learning and frustrate your instructors.
  • Your current LMS is running out of storage or reaching its active-user limits: As your RTO grows, you’ll need an LMS that can scale with you.

In case of any of the reasons, you would need a LMS vendor for change of provider. Learn how to select an LMS vendor.

Selecting an LMS Vendor for LMS Migration

When selecting an LMS vendor, it is important to consider the following factors:

  • Features and functionality: Does the LMS offer the features and functionality that you need?
  • Pricing: Does the LMS fit your budget?
  • Customer support: Does the vendor offer good customer support?
  • Experience with RTOs: Does the vendor have experience working with RTOs in Australia?

LMS Pre-Migration Checklist for LMS Migration

Before you start migrating your LMS, it is important to be prepared. Here is a checklist of things you need to do:

1. Make a list of all the courses, content and user data that needs to be migrated.

This includes identifying all of the courses, content, and user data that you need to migrate from your old LMS to your new LMS. You can use a spreadsheet to track this information.

2. Check and confirm what content formats your new LMS supports.

Different LMSs support different content formats. For example, some LMSs support SCORM, while others support xAPI. Make sure that your new LMS supports the content formats that you need to migrate.

3. Identify which courses and data are going to be left in the old system.

Not all courses and data need to be migrated to your new LMS. For example, you may have some old courses that have been superseded. Identify which courses and data you can leave in your old system.

4. Figure out what courses need to be recreated with an authoring tool.

If your new LMS does not support the same content formats as your old LMS, you may need to recreate some of your courses with an authoring tool. Authoring tools allow you to create courses in a variety of content formats, such as SCORM and xAPI.

5. Confirm whether any new courses or processes need to be created for the new LMS.

Your new LMS may have features that your old LMS does not have. For example, your new LMS may have a social learning feature that you want to use. If so, you may need to create new courses or processes to take advantage of these new features.

6. Test your migration plan.

Once you have a migration plan, it is important to test it. This will help to identify any potential problems and make sure that your migration is as smooth as possible. You can test your migration plan by creating a test environment and migrating a small amount of data to it.

7. Communicate with your staff and students.

It is important to communicate with your staff and students about the upcoming LMS migration. Let them know what to expect and when the new LMS will be launched. You can also provide them with training on how to use the new LMS.

Expert Tip: Working with an experienced LMS migration specialist can help you to save time and money. A migration specialist can help you to plan and execute your migration, and they can also help you to troubleshoot any problems that occur.

7 Step: LMS Implementation for LMS Migration

Once you have planned your LMS migration, it is time to execute it. Here is a 7-step guide to help you through the process:

Step 1: Define your problem areas

Before you switch to a new LMS, it is important to understand why you are switching. What are your pain points with your current LMS? What features and functionality are important to you in a new LMS? Once you have a good understanding of your needs, you can start to develop a realistic migration plan.

Step 2: Set up an LMS migration team

Depending on the size and complexity of your LMS migration, you may want to set up a team to help you manage the process. The team should include representatives from different departments, such as IT, learning and development, and academic affairs.

Step 3: Write down your expectations for the new LMS

Once you have a team in place, it is time to start writing down your expectations for the new LMS. What features and functionality do you need? How do you want the LMS to be used by your students and instructors? The more specific you can be, the better.

Step 4: Identify critical technical challenges and do a feasibility check

Before you start migrating your data, it is important to identify any potential technical challenges. For example, can you migrate all of your data to the new LMS? Are your staff and students familiar with the new LMS? How will you integrate the new LMS with your existing systems?

Step 5: Plan for data migration

Data migration is one of the most important steps in the LMS migration process. It is important to have a plan in place to ensure that your data is migrated accurately and efficiently. The plan should include steps for backing up your data, migrating your data, and testing your data.

Step 6: Understand limitations and exclusions

No LMS is perfect. It is important to understand the limitations and exclusions of the new LMS before you start using it. For example, does the LMS support all of the features and functionality that you need? Does the LMS meet all of your compliance requirements?

Step 7: Evaluate the new LMS

Once the migration is complete, it is important to evaluate the new LMS to ensure that it meets your needs and expectations. This includes testing the LMS features, data migration, and integration with your existing systems. You should also collect feedback from your staff and students to see how they are using the new LMS and what they think of it.

Your job is not over here, you will have to train your staff, trainers and students to help them use this new LMS and have a dynamic learning experience. Read below how you can do it.

Post-migration support: Essential for a successful LMS migration

Once you’ve successfully migrated to a new LMS, it’s important to provide post-migration support to staff and students. This will help to ensure a smooth transition and minimise disruptions to learning.

Here are some tips for providing effective post-migration support:

  • Create a knowledge base: This is a central repository of information about your new LMS, including user guides, troubleshooting tips, and FAQs. You can make the knowledge base available to staff and students through your LMS or on a separate website.
  • Offer training: Provide training to staff and students on how to use the new LMS. This can be done in person, online, or through a combination of both.
  • Set up a help desk: Establish a help desk to answer questions and troubleshoot problems that staff and students may encounter. The help desk can be staffed by in-house personnel or by an outsourced provider.
  • Monitor usage and feedback: Track how staff and students are using the new LMS and collect feedback from them. This information can be used to identify areas where additional support is needed.

Here are some specific examples of post-migration support that you may want to provide to RTOs in Australia:

Provide training on how to use the new LMS features. This may include training on how to create and manage courses, assessments, and reports.

Help staff and students transfer their data from the old LMS to the new LMS. This may involve migrating user accounts, courses, assessments, and other data.

Provide support for staff and students who are using the LMS on mobile devices.

Help staff and students troubleshoot any problems that they encounter with the new LMS.

Looking for high-quality training resources that easily integrate with your new LMS?

At VET Resources we offer the latest and best learning resources that are compatible with your LMS. We also help you in customising the resources. We also offer free RTO consultation for RTOs. For more information contact us here.


A successful LMS migration is essential for RTOs in Australia to stay ahead of the curve and provide the best possible learning experience for their students. By following the steps outlined in this blog, RTOs can ensure a smooth and efficient migration to a new LMS.

One of the most important aspects of a successful LMS migration is data migration. It is essential to have a plan in place to migrate all of your data accurately and efficiently. This includes courses, assessments, user data, and other important information.

RTOs should also consider the needs of their students and staff when choosing a new LMS. The LMS should be easy to use and provide a modern learning ecosystem that supports the latest training and development trends.

Frequently Asked Questions

What is a custom learning management system?

A custom LMS is a software solution that is tailored to the specific needs of an organisation. It can be developed in-house or by an external vendor.

What is a human resources management system?

A human resources management system is a software solution that helps organisations manage their human resources processes, such as payroll, benefits, and performance management.

The information presented on the VET Resources blog is for general guidance only. While we strive for accuracy, we cannot guarantee the completeness or timeliness of the information. VET Resources is not responsible for any errors or omissions, or for the results obtained from the use of this information. Always consult a professional for advice tailored to your circumstances.

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