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Learning Pool

Learning Pool Learning Management System (LMS) Essential - Public Sector Edition

Learning Pool LMS helps organisations manage their online learning, providing smaller organisations a low-cost solution to deliver on traditional training scenarios, such as compliance, certified learning, and other administrator-directed learning. The LMS can be bespoke to you, with branding to your organisation and full training included.

Features

  • Hosted platform, fully managed and designed for scale
  • Implementation and set-up included
  • Customised LMS design
  • Unlimited support for administrators and end users 24/7
  • Free online training from Learning Pool Academy
  • Free upgrades
  • Roadmap of features, that can be turned on as required
  • Streamlined reporting, personalised dashboards, custom reports and completion tracking.
  • Access your LMS on multiple devices through an intuitive interface

Benefits

  • Manage courses for online learning
  • Manage new users into the system seamlessly
  • Configure dynamic reports to identify trends and learning needs
  • Reduce costs of training delivery through efficiency and automation
  • Customisable learner journey
  • Personalised dashboards, custom reporting, and accessible visualizations to demonstrate impact
  • Make compliance simple - providing learning when and where needed

Pricing

Service documents

Request an accessible format
If you use assistive technology (such as a screen reader) and need versions of these documents in a more accessible format, email the supplier at tenders@learningpool.com. Tell them what format you need. It will help if you say what assistive technology you use.

Framework

G-Cloud 15

Service ID

4 1 7 3 0 6 7 2 4 1 1 6 4 6 7

Contact

Learning Pool Rachel Yemm
Telephone: 0207 101 9383
Email: tenders@learningpool.com

About your service

Service categories

Applications

Enterprise resource management

Human capital management

  • Talent Management Applications
Multi cloud support
No

Service scope

Software add-on or extension
No
Cloud deployment model
Public cloud
Service constraints
Learning Pool LMS Professional is available 24/7. Where maintenance windows are required customers will be provided a minimum of 10 days' prior notice and Learning Pool will take all reasonable steps to reduce any impact to service.
System requirements
  • Working supported browser
  • Internet connection

User support

Email or online ticketing support
Yes
Support response times
We offer 24/7 support, 363 days a year (excluding Christmas and New Years' Day). Our response times are based on the severity of the issue raised:

Severity Level 1 - 30 minutes
Target Resolution - 4 hours
Severity Level 2 - 1 hour
Target Resolution - 1 working day
Severity Level 3 - 6 hours
Target Resolution - 5 working days
Severity Level 4 - acknowledge in 1 working day and diagnose in 1 week

Where an issue is low impact or cosmetic, this will be added to our ongoing development for consideration in future releases
User can manage status and priority of support tickets
Yes
Online ticketing support accessibility
WCAG 2.2 AA
Phone support
Yes
Phone support availability
24 hours, 7 days a week
Web chat support
No
Onsite support
Yes, at extra cost
Support levels
Our support model provides a single, comprehensive tier of service for all customers at no additional cost. We do not offer premium paid tiers; every client receives our fastest response times and full 24/7/363 coverage as standard.

We categorise support into four severity levels based on business impact:

L1 (Critical): Total system outage or loss of service; 30-minute response.

L2 (Major): Significant feature failure or business-critical issue; 1-hour response.

L3 (Medium): Non-critical functional issues; 6-hour response.

L4 (Low): Minor bugs or "how-to" queries; 1-day acknowledgement.

This capacity remains consistent 24/7, including weekends and holidays, ensuring critical L1 issues are addressed immediately regardless of the time.

Your Customer Account Representative manages the commercial strategy. They are backed by our Application Support Engineers and Product Coaches, who provide the deep technical expertise required to resolve complex queries and platform configuration needs.
Support available to third parties
No

Onboarding and offboarding

Getting started
To help you start using our service, we provide a structured onboarding journey focused on both administrative mastery and end-user engagement.

Our training is delivered through several channels:

Online Training: All administrators and users gain full access to the Learning Pool Academy, our central hub for self-paced learning.

Guided Training: We offer live, remote webinars led by Product Coaches to provide deep-dives into platform configuration and features.

Onsite Training: While our standard delivery is remote to ensure efficiency, we can provide bespoke onsite workshops upon request through our Professional Services team for a cost.

User Documentation and Support
We provide extensive documentation, including user guides, admin manuals, and troubleshooting workflows, all hosted within the Academy and our Zendesk knowledge base.

Ongoing Support Post Go-Live
Your Customer Account Representative provides ongoing strategic guidance, while our award-winning support desk remains available 24/7, 363 days a year via phone, email, and portal
Service documentation
Yes
Documentation formats
  • HTML
  • PDF
End-of-contract data extraction
To ensure a smooth transition at the end of your contract, we provide a comprehensive data extraction process designed for portability and clarity.

Data Extraction Process
The extraction process is supplier-led upon request. Once a termination notice is processed, your Customer Account Representative will coordinate with our technical team to initiate a full export of your environment.

Scope and Format of Data
We provide a full backup of your environment at no cost, ensuring the data is structured and reusable by another provider. This extraction includes:

User Data & Progress: All user profiles, learning records, and completion status.

Content: All hosted learning objects and materials.

Reporting & Metadata: Configuration data and historical reporting metrics.

Timelines and Handover
We undertake a documented handover to ensure your new supplier understands the data structure. Data is typically provided via a secure transfer method in industry-standard formats (such as CSV or SQL backups) to ensure it remains usable. We provide this data within a defined period following the termination date to ensure no loss of business continuity.
End-of-contract process
Our exit process is designed to ensure maximum commercial transparency and a seamless transition, with no exit fees or hidden costs for standard data retrieval.
1. What Happens When the Contract Ends
The exit process is initiated by the buyer through a formal notice period.
• Transition Planning: Your Customer Account Representative works with you to establish an exit agreement, covering asset return and final data requirements.
• Data Extraction: We provide two primary methods for data retrieval:
User-Initiated: Administrators can manually extract documentation and reports (in CSV, PDF, or Word formats) via the customer portal at any time.
Supplier-Led: Upon request, we provide a full backup of your environment (including content and learning records) within 2-3 business days.
• Account Decommissioning: Once extraction is confirmed, we disable the subscription and securely purge data according to our data retention policies.
2. Included in the Contract Price
We believe in a "no-surprises" commercial model. The following exit services are included in your subscription at no additional cost:
Standard Data Export: A backup of your LMS environment, including all user data and hosted content.
Handover Support: A handover of your service to ensure your new provider understands the data structure.
Documentation accessibility standard
WCAG 2.2 AA

Using the service

Web browser interface
Yes
Supported browsers
  • Microsoft Edge
  • Firefox
  • Chrome
  • Safari
Application to install
No
Designed for use on mobile devices
Yes
Differences between the mobile and desktop service
Our LMS is fully accessible on all mobile devices, including iOS and Android smartphones and tablets.

Access is delivered through browser-based, responsive web technology and we also have a mobile app. The interface automatically adapts to any screen size using touch-friendly navigation, optimised menus, and scalable forms. This ensures a consistent experience with high readability and layouts optimised for smaller screens.

While all learner and manager features are available on mobile, complex administrative configuration tasks are best suited for desktop.
Service interface
Yes
User support accessibility
WCAG 2.2 AA
Description of service interface
'Learners access a personalised, tile-based dashboard featuring intuitive navigation menus. The interface is role-based, meaning learners see relevant content, managers see dedicated team-overview dashboards, while administrators access a comprehensive suite of configuration and reporting tools.
Users interact with a personalised homepage that surface's links to courses, alerts, and tasks. Navigation is simplified through top-level tabs and a full-text search to find content quickly.
Integration: The service integrates seamlessly with your ecosystem—including HR and identity systems (SSO)—via secure APIs and automated data feeds, ensuring the interface always reflects real-time user data and compliance requirements.'
Accessibility standards
WCAG 2.2 AA
Accessibility testing
We undertake rigorous testing to ensure our LMS remains accessible.

To ensure full compatibility, we test our interface using a wide range of tools:

Screen Readers: JAWS, NVDA, and VoiceOver (iOS/Mac).

Voice & Visual Aids: Dragon Voice Activation, Screen Magnification, and High Contrast modes.

Mobile Specifics: TalkBack (Android) and VoiceOver (iOS).

Our dedicated Design/UX team conducts manual and automated checks, such as keyboard-only navigation, to eliminate "focus traps." This testing has led to tangible improvements; for instance, insights from screen-reader users prompted us to optimise our ARIA labelling and keyboard tab-orders. We maintain an ongoing improvement cycle, including quarterly audits, to ensure all new features remain compatible with evolving assistive technologies.
API
Yes
What users can and can't do using the API
Our LMS provides a powerful, documented API covering approximately 75% of the application, designed to act as a central hub for your digital learning ecosystem.

Setting Up and Making Changes Users can set up the service by automating the foundational structure of the site. This includes the automated creation of user accounts, course categories, and individual course shells. To make changes, the API allows for real-time synchronisation with external systems like your HRIS. You can push updates to user profiles, manage organisational hierarchies, and automate enrolments into specific audiences or certifications. This ensures that as a user's job role or department changes in your primary records, their learning pathway in our LMS updates instantaneously.

Limitations The primary limitation is that approximately 25% of the system—largely consisting of complex UI-level configurations, bespoke branding settings, and certain deep administrative "Site Administration" toggles—is not yet exposed via the API. These high-level system customisations currently require manual intervention through our intuitive browser-based interface.
API documentation
Yes
API documentation formats
  • HTML
  • PDF
API sandbox or test environment
Yes
Customisation available
Yes
Description of customisation
Our LMS is highly customisable through native configuration, allowing your buyer-side administrators to tailor the platform without any requirement for bespoke development or supplier intervention.

Self-Service Configuration All customisations are performed via a browser-based administration interface. Using role-based permissions, you can empower specific internal administrators to manage the system independently, ensuring there are no additional costs for standard configuration changes.

Tenant-Specific & Secure Because our platform is built on a multi-tenant architecture, all configurations are strictly tenant-specific. Any changes you make—from branding to reporting—are isolated to your instance and do not alter the core code or affect any other buyers on the platform.

Typical Customisation Scenarios:

Look and Feel: Adjusting themes, logos, and colour schemes to match your brand.

User Experience: Configuring course layouts and screen structures for optimal navigation.

Personalised Dashboards: Creating unique dashboards for specific audiences to reflect their individual learning needs.

Reporting & Pathways: Building custom reports and developing automated learning plans to guide user groups through content.

This ensures you have full autonomy over your learning environment, maintaining a solution that is both flexible and cost-effective.

Scaling

Independence of resources
The service is delivered as a multi-tenant SaaS platform with strict logical separation of customer data, configuration, and activity. Tenants operate within an isolated context, ensuring one buyer’s usage cannot interfere with another’s.

As a shared SaaS service, capacity is managed to deliver consistent performance across tenants rather than relying on unlimited scaling. Fair usage controls, rate limiting, workload safeguards, and load balancing ensure resources are allocated across tenants and prevent disproportionate consumption by customers.

The platform is continuously monitored for performance and utilisation, with thresholds and alerts triggering operational action. For customers requiring stronger guarantees, dedicated infrastructure is available.

Analytics

Service usage metrics
Yes
Metrics types
Our LMS provides comprehensive, self-service metrics accessed via a browser-based interface.

What Users See: Administrators access site-wide trends, including adoption rates, system access patterns, and detailed audit logs. Learners monitor their own "Record of Learning" and progress.

Operational Use: Metrics are used to identify training gaps and trigger compliance reminders. Data is available on-demand or via scheduled reports (email/SFTP). All insights are exportable in Excel, CSV, or PDF for external analysis, ensuring full transparency of your digital learning health.
Reporting types
Reports on request
Resource tagging
No
FOCUS resource tagging
No

Resellers

Supplier type
Not a reseller

Staff security

Staff security clearance
Other security clearance
Government security clearance
None

Asset protection

Knowledge of data storage and processing locations
Yes
Data storage and processing locations
  • United Kingdom
  • European Economic Area (EEA)
User control over data storage and processing locations
Yes
Datacentre security standards
Complies with a recognised standard (for example CSA CCM version 4.0)
Penetration testing frequency
At least once a year
Penetration testing approach
‘IT Health Check’ performed by a CREST-approved service provider
Protecting data at rest
Physical access control, complying with SSAE-18 / ISAE 3402
Data sanitisation process
Yes
Equipment disposal approach
Complying with a recognised standard, for example CSA CCM v4.0, CAS (Sanitisation) or ISO/IEC 27001
Data sanitisation type
Explicit overwriting of storage before reallocation / Secure Erase

Data importing and exporting

Data export approach
Our LMS provides comprehensive, self-service data export via Role-Based Access Control (RBAC). Administrators access all system-wide data; Managers export team progress via dashboards; and Learners download personal records and certificates.
How it works: Users interact with self-service reporting tools to generate on-demand exports in Excel, CSV, or PDF. Administrators can also schedule exports to SFTP or email. Our documented API (75% coverage) supports automated, high-volume programmatic retrieval.
Data available: Exports are unrestricted in frequency and include user profiles, completion records and compliance status, ensuring full data portability.
Data export formats
  • CSV
  • Other
Other data export formats
  • Excel
  • ODS
  • PDF
Data import formats
CSV

Data-in-transit protection

Data protection between buyer and supplier networks
TLS (version 1.2 or above)
Data protection within supplier network
TLS (version 1.2 or above)

Availability and resilience

Guaranteed availability
Learning Pool guarantees that the Service will be available for no less than 99.5% of the time. In the event that you experience less than the availability assurance in one calendar month, you will be eligible for credit. The amount of the Service Credit will be calculated by multiplying the pro-rated monthly fee for the Subscription Services for the calendar month in which the Service Credit was incurred by the percentage outlined below.

Availability: 99% or over, but below 99.5% Percentage Credit: 10%
Availability: 95% or over, but below 99% Percentage Credit: 15%
Below 95% Percentage Credit: 50%
Approach to resilience
Our service is engineered for resilience and continuity. It is deployed across multiple independent data centres (availability zones/regions) with active redundancy, so the service continues to operate during component or full data centre failure. Traffic is distributed via load balancing and health checks, and platform services are configured to fail over automatically to healthy capacity, avoiding single points of failure through redundant compute, network, and data-layer components.

Data and services are protected against loss through a defined backup and recovery approach. Backups are taken routinely, stored separately from the primary environment, and are regularly validated. We operate documented recovery procedures to restore service and data in the event of corruption, accidental deletion, or major incident, with recovery objectives defined and tested.

Operational resilience is built in through 24/7 monitoring, alerting, and on-call response, supported by incident management processes, runbooks, and post-incident reviews to drive continual improvement.
Outage reporting
We provide updates on any service disruptions in the following ways:
Service Status Page: In the event of a widespread disruption that affects multiple customers, we publish real-time updates on our dedicated service status page.

Customer Portal: This is where product administrators can view a list of all their open cases and see a full history of logged cases.

Direct Contact & Escalation: For any critical issue (Severity level 1), we have an immediate response and escalation process.

Our support team will contact you by phone and then email to outline the steps we're taking.

Our senior management team is notified immediately.

If a fix is not possible within two hours, you will receive updates every hour until the issue is resolved.

Identity and authentication

User authentication needed
Yes
User authentication
  • Multi-Factor Authentication (MFA)
  • Identity federation with existing provider (for example Google Apps)
  • Username or password
Access restrictions in management interfaces and support channels
"Our protective monitoring aligns to ISO 27001:2022 and SOC 2 Type II We continuously collect and analyse logs from systems, applications, authentication, network devices, and cloud platforms to detect anomalies such as unusual access patterns, failed logins, privilege escalation, and suspicious network activity.

Alerts trigger triage, containment, remediation, and escalation where needed. Initial response occurs without undue delay, with investigation and containment typically within 1–4 hours based on severity.

All incidents are tracked through our incident management process, with stakeholder notification and post-incident review to prevent recurrence."
Access restriction testing frequency
At least every 6 months
Management access authentication
  • Multi-Factor Authentication (MFA)
  • Username or password

Audit information for users

Access to user activity audit information
Users have access to real-time audit information
How long user audit data is stored for
At least 12 months
Access to supplier activity audit information
Users have access to real-time audit information
How long supplier audit data is stored for
At least 12 months
How long system logs are stored for
At least 12 months

Security governance

Named board-level person responsible for service security
Yes
Security governance certified
Yes
Security governance standards
  • ISO/IEC 27001
  • Other
Other security governance standards
Cyber Essentials
Information security policies and processes
We’re committed to meeting the requirements of information security good practice, and seeking ways in which we can improve our security to mitigate new risks. To this end, we maintain an Information Security Management System (ISMS) which has been assessed and certified as meeting the requirements of ISO/IEC 27001:2022.

The objectives of our Information Security Management System are based on a continual formal risk assessment process. Having identified and assessed risks to ourselves, and our customers, we select and resource specific information security controls. These are summarised in our current Statement of Applicability.

Everyone within Learning Pool has an important role to play in maintaining security of information, each with their own specific tasks, and responsibilities. We support staff efforts to secure information through continual staff training and awareness activities. Our ISMS is subject to annual review to ensure that at a strategic level we address the evolving information security threats and objectives needed for the organisation to be successful.

The ISMS scope covers the provision and protection of hosted learning platforms, content and tools, customer and company and associated infrastructure. The management and monitoring of hosted service providers and the development of software solutions and mobile applications.
Software Security Code of Practice
Yes

Operational security

Configuration and change management standard
Complies with a recognised standard, for example CSA CCM v4.0 or SSAE-18 / ISAE 3402
Configuration and change management approach
Learning Pool operates a mature, ticket based change management process aligned to ISO 27001:2022 and SOC 2 Type II, independently audited under both. All work is tracked in Jira, reviewed and approved by technical owners during planning, then delivered via GitHub/Bitbucket pull requests with senior developer review. Changes must pass CI controls including linting, unit/integration/smoke tests, Mend vulnerability and licence scanning, and build/deploy pipelines before progressing. QA validates ticket-specific containerised builds, including regression testing. Releases are governed through dedicated REL tickets linking all changes and maintaining an audit trail. Staging validation is completed before automated production deployment.
Vulnerability management type
Complies with a recognised standard, for example CSA CCM v4.0 or SSAE-18 / ISAE 3402
Vulnerability management approach
Our vulnerability management follows ISO 27001:2022 and SOC 2 Type II principles, combining automated and manual internal scans (daily and on deployment) with annual independent penetration tests aligned to OWASP.

Vulnerabilities are assessed using a risk-based approach, considering severity, likelihood, and impact. Critical/high-risk issues are patched immediately or without undue delay, while medium/low risks are scheduled in development cycles.

Threat intelligence is gathered from vendor/security bulletins, CVE databases, OWASP updates, internal scanning, and third-party security partners.

Prioritisation is continuously reviewed to ensure timely remediation and protection of our services.
Protective monitoring type
Complies with a recognised standard, for example CSA CCM v4.0 or SSAE-18 / ISAE 3402
Protective monitoring approach
Our protective monitoring aligns to ISO 27001:2022 and SOC 2 Type II We continuously collect and analyse logs from systems, applications, authentication, network devices, and cloud platforms to detect anomalies such as unusual access patterns, failed logins, privilege escalation, and suspicious network activity.

Alerts trigger triage, containment, remediation, and escalation where needed. Initial response occurs without undue delay, with investigation and containment typically within 1–4 hours based on severity.

All incidents are tracked through our incident management process, with stakeholder notification and post-incident review to prevent recurrence.
Incident management type
Complies with a recognised standard, for example, CSA CCM v4.0 or ISO/IEC 27035:2011 or SSAE-18 / ISAE 3402
Incident management approach
We maintain documented incident response procedures for common events (security, availability, access issues) with severity based handling (Severity 1–3) and escalation paths.

Users report incidents via our support portal, email, or phone for critical issues, and all reports are triaged by our incident team. For each incident we produce a post incident report; major incidents include root cause analysis, impact assessment, actions taken, and prevention measures.

Reports are shared with affected customers within agreed timelines and retained for continual improvement. Our approach is aligned to ISO 27001:2022 and SOC 2 Type II controls.
Post-quantum cryptography secure
No

Secure development

Approach to secure software development best practice
Independent review of processes (for example CESG CPA Build Standard, ISO/IEC 27034, ISO/IEC 27001 or CSA CCM v4.0)

Public sector networks

Connection to public sector networks
No

Pricing

Discount for educational organisations
No
Free trial available
No

Discount percentage by annual call-off contract value (excluding VAT)

Less than £250,000
0%
Between £250,000 and £500,000
0%
Between £500,001 and £1,000,000
0%
Between £1,000,001 and £2,500,000
0%
Between £2,500,001 and £5,000,000
0%
Over £5,000,001
0%

Non-mandatory Standards and certifications

ISO/IEC 27001 certification
Yes
Who accredited the ISO/IEC 27001
NQA
ISO/IEC 27001 accreditation date
Thursday 24 October 2024
What the ISO/IEC 27001 doesn’t cover
Our ISO/IEC 27001:2022 certification covers all controls specified in the standard. Therefore, there are no controls excluded from our certification scope.
ISO 28000:2022 certification
No
ISO 9001 certification
No
Quality management systems (QMS)
Yes
CSA STAR certification
No
PCI certification
No
Cyber essentials
Yes
Please provide your Cyber Essentials Certificate Number
8f3a9f4a-e051-444d-9d52-28339f2023c0
Cyber essentials plus
No
Cyber Essentials Alternative
None of the criteria
Other security certifications
Yes
Any other security certifications
SOC2 TYPE2

Social value

Section B - Commitment for Future: Delivery
  • Mission: Kick start economic growth. To secure the highest sustained growth in the G7 - with good jobs and productivity growth in every part of the country making everyone, not just a few, better off.

    Policy Outcome 1: Fair work: That offers fair wages and good working conditions. Help people get a job, stay in work, and progress in their careers, with good employment opportunities across the country. Notes: Where there is a large proportion of labour costs in the contract, commercial teams should consider MAC in Outcome 1 as a priority

    • Activities that support an environment where staff are educated about and feel empowered to report and address bullying and harassment
    • Entitlement to sick pay for the contract workforce, with provision in place for any staff who do not meet the earnings threshold for statutory sick pay, payment of sick pay from day one of absence and payment of staff on the contract workforce who are off sick a replacement income of 100% of their usual earnings for as long as possible
    • Measures to support in-work progression to help people in the contract workforce, to move into higher paid work by developing new skills relevant to the contract
    • Understanding of the modern slavery risks and issues affecting the market, industry, sector or country (of origin or of source) relevant to the contract, and the workforce in the supplier’s own organisation and those of its key subcontractors
  • Mission: Make Britain a clean energy superpower: To cut bills, create jobs and deliver security with cheaper, zero-carbon electricity by 2030, accelerating to net zero

    Policy Outcome 4: Sustainable procurement practices: Reducing carbon footprints, minimising waste, and promoting the use of clean energy and green technologies.

    • Understanding of opportunities for additional environmental benefits delivery in the performance of the contract, including working towards net zero carbon emissions and use of clean energy and green technologies
    • Understanding of how to influence staff, suppliers, customers, communities and/or any other appropriate stakeholders through the delivery of the contract to support climate and nature protection and improvement
  • Mission: Break down barriers to opportunity: By reforming our childcare and education systems, to make sure there is no class ceiling on the ambitions of young people in Britain

    Policy Outcome 6: Employment and training: For those who face barriers to employment

    • Delivery of training schemes and programmes to address any identified skills gaps and under-representation in the workforce for the contract (e.g. prison leavers, care leavers, kinship carers, disabled people)
    • Inclusive and accessible development practices, including guidance for line managers on recruiting, managing and developing people with a disability or health condition
  • Mission: Break down barriers to opportunity: By reforming our childcare and education systems, to make sure there is no class ceiling on the ambitions of young people in Britain

    Policy Outcome 7: Creating a pipeline of opportunities: For the contract workforce, reducing barriers to entry for under-represented groups.

    • Understanding of issues relating to entering the contract workforce
  • Mission: Build an NHS fit for the future: That is there when people need it; with fewer lives lost to the biggest killers; in a fairer Britain, where everyone lives well for longer.

    Policy Outcome 8: Increasing productivity through physical and mental wellbeing: In the supply chain and communities in the relevant area.

    • Understanding of issues relating to health and wellbeing, including physical and mental health, in the contract workforce

Service documents

Request an accessible format
If you use assistive technology (such as a screen reader) and need versions of these documents in a more accessible format, email the supplier at tenders@learningpool.com. Tell them what format you need. It will help if you say what assistive technology you use.