What Are LMS Requirements and Why They Matter for 2025

Do you really need an LMS features checklist that can unnecessarily overcomplicate things?  The short answer is – yes. In fact, selecting a Learning Management System (LMS) in 2025 has never been more difficult.

The modern LMS is no longer a passive content library. It has become a strategic tool for managing a global, hybrid workforce. Its requirements have evolved beyond merely "delivering training." It must now also be capable of ensuring compliance, closing AI-identified skill gaps, and delivering audit-grade proof.

Organizations that bypass a formal requirements analysis often discover - post-implementation - that they are saddled with an expensive headache.  Therefore, this report will analyse the 15 must-have features through a modern, high-stakes lens, prioritizing definitive proof over simple training.   

LMS Features Checklist- Part 1: Functional LMS Requirements

Functional requirements define the core, day-to-day usability of the platform for both learners and administrators. If these fundamental features are misaligned with your needs or are inefficient, adoption will invariably fail, rendering the entire investment inert.   

User and Course Management

This is the foundational administrative engine of the LMS. User Management involves creating user profiles, defining roles, and automating group enrollments. Course Management provides administrators with the tools to upload, create, organize, and assign training content into structured, sequential learning paths.   

Pros:

• Centralization creates a single source of truth for all learning content and ensures consistency.

• Automates time-consuming administrative tasks like enrollments.   

• Allows L&D teams to scale their efforts effectively, whilst boosting compliance.   

Cons:

• Poorly designed or legacy systems can create administrative work.   

• Many platforms present a "steep learning curve" for administrators.   

• Legacy systems demand significant initial "setup time" and suffer from limited customization.

Support for Diverse Learning Models

This feature defines the LMS's flexibility to deliver training in multiple formats beyond traditional courses. This includes Blended Learning (integrating self-paced online with live sessions), Self-Paced Learning (granting learners full autonomy), and Microlearning (delivering "snackable courses").   

Pros:

• Flexibility caters to diverse learning styles and preferences.   

• Provides "anytime, anywhere" access for a modern workforce.   

• Microlearning delivers "just-in-time" knowledge in the flow of work.   

Cons:

• Self-paced models are vulnerable to motivation and self-discipline risks.   

• Blended models can suffer from "alignment challenges" between online and live components.   

• All digital models require a baseline of tech literacy.   

Content Provision and Standards

This is the platform's ability to import, play, and track content developed in various systems. This capability hinges on compliance with industry standards, primarily SCORM  and the more advanced xAPI. This category now also includes modern, AI-driven content generation tools that create courses from existing documents.   

Pros:

• SCORM is widely compatible, low-cost, and easy to create – it future-proofs your content investment.   

• xAPI is versatile and can record almost any activity, including offline learning.   

• AI generation transforms dense repositories into digestible brief in hours.   

Cons:

• SCORM is an older standard with limited tracking metrics and has no offline learning support.   

• xAPI has a complex setup and might not be compatible with all vendors.   

• xAPI requires a separate Learning Record Store (LRS) for data storage.   

Want to learn more about how AI can improve policy training and compliance? Our latest blog explains how Oromis makes use of AI to overcome the shortcomings of traditional Learning Management Systems.

Assessment, Analytics, and Reporting Tools

These are the "eyes" of the system, making them an integral part of any LMS features checklist. Assessment tools measure learner comprehension through quizzes, interactive scenarios, and pass/fail mechanisms, while Analytics and Reporting tools track, visualize, and export data on user progress, course completion rates, and performance.   

Pros:

• Provides proof of compliance via a compliance-grade dashboard.   

• Measures training effectiveness and ROI beyond simple "completion" metrics.   

• AI-powered analytics can predict at-risk learners before they become non-compliant.   

• Cons:

• Traditional reporting is passive and historical, only showing past events.   

• L&D teams spend too many hours cleaning data to get a clear answer.   

• Simple "completion reports"  are misleading as they don't prove retention.   

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Collaboration and Social Learning Features

These features integrate interaction into the training process, mirroring the way we naturally learn. These tools include discussion boards, internal forums, peer-to-peer feedback mechanisms, live chat, and shared assignments.   

Pros:

• Can significantly increase learner engagement and motivation.

• Fosters a sense of community which improves knowledge retention.   

• Breaks down silos and allows for "collaborative content creation".   

Cons:

• Features feel tacked-on in traditional LMSs built for "solo assignments".   

• Open forums can be a distraction from mandatory compliance training.

• Unmoderated forums are a liability, creating a risk of misinformation.

Modern Learning Modalities

This category represents a trio of features that define the modern User Experience (UX). Gamification applies game mechanics, such as badges and a leaderboard to drive participation. Mobile-First Learning prioritizes "anytime, anywhere" access on smartphones with native apps. Accessibility is the adherence to standards like WCAG and Section 508 for equitable access for all learners.   

Pros:

• Gamification can boost engagement and motivation when implemented correctly.   

• A true mobile-first design is essential for distributed and frontline teams.   

• Accessibility is a mandatory legal and ethical requirement that ensures an inclusive environment.   

Cons:

• Gamification is often expensive to develop and can lack real-world value.   

• Can create competition-induced stress or incentivize gaming the system.   

• Mobile learning is notoriously plagued by distractions and "small screens".   

  
  

LMS Features Checklist -Part 2: Technical LMS Requirements

This category ensures the platform is secure, scalable, and capable of integrating into an organization's existing technology stack. Failure in this category can compromise sensitive data or create a siloed system that fails to deliver business value.   

Advanced Security

This non-negotiable category covers the features that protect sensitive employee data (PII) and intellectual property. Key components include Data Protection (e.g., SSL, AES encryption), Authentication (e.g., Single Sign-On (SSO), MFA), and Access Control (granular, role-based permissions).   

Pros:

• Protects data confidentiality and integrity and proprietary content.   

• Safeguards against severe legal and reputational risks from a data breach.   

• Audit Trails are critical for compliance and forensic analysis.   

Cons:

• The very existence of stored data creates a "data attack surface".   

• Aggregated data in one place creates a high-value target for attackers.

• Inadequate access control (misconfiguration) remains a primary breach vector.   

Integration Architecture

The integration architecture is another prominent functionality that needs to be on your LMS features checklist. It is the "connective tissue" that allows the LMS to exchange data with other critical enterprise systems via an API. Key integrations include HRIS (e.g., Workday) for user data CRM (e.g., Salesforce) for sales training, and collaboration tools (e.g., Slack, Teams).   

Pros:

• Creates a seamless experience that removes friction for the end-user.   

• Enables learning in the flow of work by pushing content into other tools.   

• Minimizes administrative tasks by "eliminating redundant data entry".   

Cons:

• "Implementation complexity" and API licensing fees can be costly.   

• Compatibility issues are common and lead to broken data-syncs.   

• Can lead to frustrating hours spent manually moving employee data.   

If you want to avoid the difficulties of integration, you might want to consider Oromis’ Activation Layer. You can read more about it here to see how it can improve your existing LMS.

Deployment, Hosting, and Scalability

This technical requirement defines the hosting model. Cloud (SaaS), or Software-as-a-Service, means the LMS vendor hosts and manages the software, and the organization accesses it via the web. On-Premise means the organization hosts and manages the software on its own internal servers.   

Pros:

• Cloud: lower initial costs, fast deployment, and easy scalability.   

• Cloud: Vendor manages automatic updates, security, and maintenance.   

• On-Premise: complete control of data and unlimited customization.   

Cons:

• Cloud: limited customization, vendor reliance, and recurring subscription fees.   

• On-Premise: longer" deployment times and scalability limitations.   

• On-Premise: The entire burden of security, patches, and maintenance falls on internal IT.   

LMS Features Checklist – Prat 3: Business LMS Requirements

This category aligns the LMS platform with broader organizational goals, including brand integrity, revenue generation, and strategic vendor partnerships.   

Customization, White-Labeling, and Branding

White-labeling is a feature that allows an organization to remove all vendor branding and "brand the system as their own". This includes implementing the organization's logo, brand color palette, and a custom URL.  It is a neat contribution to any LMS features checklist.

Pros:

• Creates a seamless, completely on-brand learning experience.   

• Builds learner trust and reinforces corporate identity.

• Eliminates the need for development of a custom-built LMS.   

Cons:

• It is "re-skinning," not "re-building"; may not cater to highly specific needs.   

• Some vendors sneak in their branding in emails or footers, shattering the experience.

eCommerce Integration and Trainee Certification

These are two related business features. eCommerce integration provides a built-in "storefront"  that allows an organization to sell its educational content, managing payments and course bundles. Trainee Certification is the tracking and validation engine, automating assignments, managing renewals, and providing "verifiable evidence" of completion.   

Pros:

• eCommerce: Allows an organization to monetize educational content and open new revenue streams.   

• Certification: automates it all for internal-facing compliance.   

• Certification: Provides real-time reporting and ensures the organization is "always audit-ready".   

Cons:

• eCommerce: technical complexity of integrating global payment processors.   

• eCommerce: data synchronization for enrollments can be difficult to maintain.   

• Certification: Risk that employees game the system with passive learning.   

Customer Success Support and Compliance with eLearning Standards

This feature is a measure of the vendor partnership. It is not just a reactive technical help desk, but a proactive "Customer Success" model. It also includes the vendor's technical commitment to supporting all major eLearning standards, including SCORM, xAPI, and cmi5.   

Pros:

• A strong Customer Success team acts as a strategic partner, helping with adoption.   

• Broad standards support provides interoperability and future-proofs content.   

• A vendor that deeply supports xAPI signals a commitment to a modern data strategy.   

Cons:

• Poor support leads to a steep learning curve.   

• A vendor that only supports legacy standards like SCORM  is a major red flag.   

• Relying on legacy standards limits you to limited tracking metrics.   

LMS Features Checklist – Part 4: Additional Considerations

This final section covers the strategic, forward-looking features that separate a 2025-ready platform from a legacy tool that is already obsolete.

Industry Standards and Documenting Requirements

This is a critical internal process rather than a single software feature. It involves identifying and documenting your organization-specific needs. A compliance-driven organization (e.g., finance, healthcare) has vastly different requirements than a sales-driven organization (e.g., retail, tech).   

Pros:

• Compliance-focused: Can identify "must-haves"  like robust due date tracking.   

• Compliance-focused: Prioritizes compliance expiration tracking and automatic notifications.   

• Sales-focused: Prioritizes CRM integration  and eCommerce capabilities.   

• Sales-focused: Can identify needs for partner engagement tracking.   

Cons:

• The primary "con" is choosing a generic, one-size-fits-all LMS.

• This generic approach fails to meet the specific, high-stakes needs of either compliance or sales.   

Talent Management and Other Emerging Features

This feature represents the convergence of the LMS with the broader Talent Management and HR ecosystem. The key emerging capability is AI-driven skills gap analysis. This uses data to identify the skills your organization has versus the skills it needs to meet future goals.   

Pros:

• Shifts L&D from a "reactive" function (assigning courses) to a "proactive" one.   

• Identifies emerging skill gaps before they impact business performance.   

• Transforms the LMS into a strategic tool for upskilling employee talent.   

Cons:

• Requires deep, complex integration with sensitive HR performance data.   

• Re-introduces massive data privacy and security risks if not handled correctly.

• Requires a high-maturity L&D and HR function to interpret and act on the data.H

The 2025-Ready Feature: The AI-Powered LXP-LMS Hybrid

The 2025 market is defined by the convergence of two distinct platform types. The LMS (Learning Management System) is top-down, structured, and admin-driven, built for accountability. The LXP (Learning Experience Platform) is bottom-up, personalized, AI-driven, and learner-centric, built for engagement.   

Pros:

• LMS: Provides structure and proof; it is "deal for compliance and certifications.   

• LXP: Provides engagement and discovery; it is " best for upskilling.   

• LXP: Uses AI to recommend personalized content.   

Cons:

• LMS: Suffers from rigidity, "ess personalization, and "lower learner engagement"   

• LXP: Lacks structure, leading to less admin control and carries a "risk of content overload"  for the learner.   

• LXP: Is not built for compliance reporting and is unsuitable for audits.   

Looking for something different? Oromis might be just what your business needs. Our latest blog makes a data-driven case for why the Activation Layer is the future of Corporate Learning.

From Feature Checklist to Compliance-Proof Strategy

The 15 functionalities analyzed in the article are more than an exhaustive LMS features checklist. They aim to help you formulate a strategic framework for evaluating a critical piece of business infrastructure. Choosing an LMS is not about finding a platform that simply has all 15 features. Coversely, it requires you to find the platform that excels at the features your business cannot function without.

For any organization operating in a high-stakes, regulated industry, the most critical features are those related to verifiable proof. The 2025 "must-have" LMS features are a compliance-grade dashboard built on a foundation of zero data retention, immutable audit logs, and automated compliance reporting.

Frequently Asked Questions (FAQs)

What is LMS and its features? 

An LMS, or Learning Management System, is a software application designed to facilitate the creation, management, delivery, and tracking of training programs and educational content. It provides a centralized platform that enables efficient training, assessment, and progress tracking for learners. Its core features allow organizations to organize and store learning data, monitor learner progress and performance, personalize the online training experience, and improve resource allocation.   

What should an LMS provide facilities for? 

It must provide facilities for two core user groups: administrators and learners. For administrators, it must provide tools for administration, documentation, tracking, reporting, and automation of learning processes, including robust user, course, and content management. For learners, it must provide an intuitive interface to easily access course materials, complete assessments, track their own progress, and, in modern systems, collaborate with peers.   

What are the features of both the LMS and CMS? 

An LMS (Learning Management System) and a CMS (Content Management System) both provide a centralized platform to create, organize, and publish digital content. However, their core purposes are fundamentally different. A CMS is content-focused , built to store, manage, and distribute static content like web pages, blog posts, or knowledge base articles. An LMS is learner-focused  and built for accountability. An LMS provides structured learning with progress tracking  and includes features for assessments, certifications, and automated reporting, which a CMS lacks.   

What are the key features users must master in an LMS from the start?

From the start, users must master the user interface, content management features, and communication tools of a Learning Management System (LMS) to effectively navigate and use the platform. Key areas to focus on include accessing your profile and courses, understanding how to find and interact with learning content, and utilizing messaging or forums for interaction.