Short answer: A modern LMS for a small team must do five things well: build training fast from your own material, assign it with deadlines and reminders, work on any phone, check understanding with quizzes and keep proof, and stay current when procedures change. AI that drafts training from your own documents is now worth having. Most teams of 5 to 50 can skip SCORM, xAPI and leaderboards.
Use this checklist to write your list of requirements or to compare two or three tools side by side. Every feature has a level and one line on why it matters. The last column shows honestly whether Helpable has it, so you can see where we fit and where we do not. For the bigger picture of choosing a tool, read our guide on learning management software for small business.
How to use this checklist
Each feature has one of three levels:
- Must: if it is missing, a small team struggles to train well or to show proof.
- Nice: useful, and worth paying for if your situation calls for it.
- Skip: built for large organizations; most teams of 5 to 50 never use it.
Move features between levels to match your team. A childcare centre with inspections will move certificates that expire to "Must". An agency with no compliance needs may move them to "Skip".
What features does an LMS need to create training?
| Feature | Level | Why it matters | In Helpable |
|---|---|---|---|
| Simple editor for text lessons | Must | The people who know the work should be able to write it down | Yes |
| Video lessons | Must | Showing a task is often faster than describing it | Yes: YouTube, Vimeo or your own upload |
| Documents as lessons | Must | Many policies already exist as PDF or Word | Yes |
| Procedures and articles as lessons | Must | Training stays in line with how the work is done | Yes, and lessons show the latest version |
| Ready-made training templates | Nice | Saves you from a blank page | Yes, six templates |
| AI draft from your own documents | Nice | Turns your handbook into a first training in less time | Yes, with the AI course creator |
| SCORM or xAPI import and export | Skip, unless you buy ready-made e-learning | Needed to move packages between systems | No |
What features do you need to assign and follow up training?
| Feature | Level | Why it matters | In Helpable |
|---|---|---|---|
| Assign to people or teams with a deadline | Must | Everyone knows what to do and by when | Yes |
| Automatic reminders | Must | You stop chasing people one by one | Yes, by email before and after the deadline |
| Automatic assignment for new members and teams | Nice | Onboarding starts by itself on day one | Yes, on Business Plus and up |
| Learning paths | Nice | Several trainings in a set order for one role | Yes |
| Lock lessons until a quiz is passed | Nice | People cannot skip ahead past key safety steps | Yes |
What should an LMS do on a phone?
| Feature | Level | Why it matters | In Helpable |
|---|---|---|---|
| Works in a phone browser | Must | Many people in small teams never sit at a desk | Yes |
| Continue where you stopped | Must | Training fits into short breaks | Yes |
| Easy sign-in | Must | Every extra step loses people | Email and password, or a Google account |
| Native mobile app | Nice | Some teams prefer an app icon | No, browser only |
Which features check understanding and keep proof?
| Feature | Level | Why it matters | In Helpable |
|---|---|---|---|
| Quizzes with a pass mark | Must | Shows whether the lesson landed | Yes, six question types, attempt limits and question banks |
| Certificates | Must for audits | Proof you can show a client or inspector | Yes, PDF with a code anyone can check |
| Certificates that expire | Nice; Must in regulated work | Shows when someone needs a refresher | Yes, on Business Max |
| Progress per person and team | Must | You see who is ready and who is late | Yes |
| Export to CSV | Must | Hand proof to an auditor or open it in Excel | Yes |
| Practice conversations | Nice | Some skills need practice as well as knowledge | Yes, with the AI Roleplay Studio add-on |
Read more about quizzes, certificates and progress reports.
What keeps training up to date?
Procedures change. A good LMS makes sure the change reaches everyone, and shows who has seen it.
| Feature | Level | Why it matters | In Helpable |
|---|---|---|---|
| Version history | Must | You can see what changed and go back | Yes, see document version control |
| Read confirmation per version | Must if procedures matter | Proof that people read the current version | Yes, see read and acknowledge |
| Recurring refresher training | Must for compliance | Training repeats every 6, 12 or 24 months by itself | Yes, on Business Max, see recurring training |
| Lessons that follow the latest procedure | Nice | One update changes the training too | Yes |
Do you need a knowledge base and procedures in your LMS?
You do if people need to look things up after training, and most do. If there is no place to search, people ask a colleague or guess.
| Feature | Level | Why it matters | In Helpable |
|---|---|---|---|
| Internal knowledge base | Nice; Must for most teams | One place for answers after training | Yes |
| Step-by-step procedures with photos | Must for hands-on work | People follow the steps on the job | Yes |
| Search across knowledge, procedures and training | Must | People find answers in seconds | Yes |
Which AI features in an LMS are worth it?
AI can save real time, but "AI" on a feature list can mean many things. These features help small teams most:
| Feature | Level | Why it matters | In Helpable |
|---|---|---|---|
| Draft a training from your own documents | Nice, and worth testing | Lessons and quiz questions from your handbook | Yes, see training with AI |
| AI writer in the editor | Nice | Rewrite, shorten or expand text | Yes |
| AI answers with a link to the source | Nice | People get a short answer and can check it | Yes, with Answers |
| Says when something is not written down | Nice | You learn what to write next | Yes, managers see unanswered questions |
When you test AI features, check:
- Does the AI work from your documents, or from general internet text?
- Does every answer show its source?
- Can you review drafts before anyone sees them?
- How is AI use charged, and what happens when you run out?
- Where is your data processed?
In Helpable, AI uses credits that are included in every plan, and you can buy packs on top.
Which reports does a small team need?
| Feature | Level | Why it matters | In Helpable |
|---|---|---|---|
| Completion and overdue per training | Must | You see where to follow up | Yes |
| Scores and pass rates | Must | Shows which topics are unclear | Yes |
| Team overviews | Nice | Compare teams or locations | Yes, on Business Plus and up |
What about security, data and integrations?
| Feature | Level | Why it matters | In Helpable |
|---|---|---|---|
| Data stored in the EU | Must for many EU teams | Helps you answer GDPR questions from clients | Yes, the app and database; some providers, such as AI and email, may process data outside the EU. See built in Europe |
| Roles and permissions | Must | Only the right people can edit | Yes |
| Data processing agreement | Must in the EU | Required when a vendor processes personal data | Yes, on request |
| Single sign-on (SSO) | Skip, unless IT requires it | One company login | No |
| External security certification | Depends on your clients | Some clients require it | No, not at this moment; see security |
| Import Word, PDF and web pages | Nice | Reuse what you already have | Yes |
| Chat tools (Slack, Microsoft Teams) | Nice | Reminders where people already talk | Not yet: Slack is in development, Teams is planned |
| HR system (HRIS) integration | Skip for small teams | Syncs staff records | No |
Which LMS features can small teams skip?
- SCORM, xAPI and a learning record store. Only needed if you buy ready-made e-learning packages or a client requires them.
- Leaderboards, points and badges. Clear deadlines and a manager who follows up do more in a small team.
- HR system integrations. Adding a few people by hand takes minutes.
- Selling training and checkout pages. Only needed if training is a product you sell.
- Separate portals for many client organizations. Built for training companies and large enterprises.
A worked example: an accountancy office with 14 people
An accountancy office has 14 staff and two new hires each year. They need new people to learn the office's procedures for client files, privacy rules and the yearly deadline calendar. A large client asked for proof that staff are trained on data protection.
The office manager copies the checklist and adjusts the levels:
- Moved up to Must: read confirmation per version (the privacy policy changes every year), certificates (for the client), data stored in the EU.
- Moved down to Skip: video lessons are nice but not needed; practice conversations; team overviews (one team).
- Kept as Skip: SCORM, SSO, HR integration, leaderboards.
That leaves a short list of Must features. The manager tests two tools for a week each and scores every Must feature with the scorecard below. One tool scores well on training, but procedures and the privacy policy would have to live in a separate wiki. The other covers the whole list in one place. The decision takes one meeting.
Scorecard: compare LMS tools side by side
Copy this table into a spreadsheet. Score each feature 0 (missing), 1 (works with effort) or 2 (works well). Only score your Must features first.
| Must feature | Tool A | Tool B | Tool C |
|---|---|---|---|
| Build a training from our own documents | |||
| Assign with deadlines and reminders | |||
| Works in a phone browser | |||
| Quizzes with a pass mark | |||
| Certificates | |||
| Progress per person and CSV export | |||
| Version history and read confirmations | |||
| Knowledge base and procedures | |||
| Data stored in the EU | |||
| Total |
Where does Helpable fit?
Helpable is training software and an LMS for teams of 5 to 50 people, with your knowledge base and procedures in the same tool. Plans start at $29 a month for up to 3 team members, with a 14-day free trial and no credit card needed.
Helpable covers the Must features in this checklist for most small teams, with training, procedures and knowledge in one place. Some features depend on the plan: automatic assignment and team overviews start on Business Plus, and recurring training and certificates that expire are on Business Max.
When Helpable is not the right fit
- You need SCORM or xAPI import or export.
- You need single sign-on or an HR system integration.
- Your clients require an external security certification.
- You need a native mobile app.
- You want to sell training to people outside your company, or you are a school.
FAQ
What are the essential features of a modern LMS?
For a small team: building training from your own material, assigning it with deadlines and reminders, working on phones, quizzes and certificates, progress reports with export, and version control with read confirmations. AI that drafts training from your own documents is a strong extra.
Which LMS features can a small business skip?
SCORM and xAPI, leaderboards and points, HR system integrations, course selling and multi-client portals. Most teams of 5 to 50 never use them.
Does Helpable support SCORM?
No. Helpable does not import or export SCORM or xAPI. You build training in Helpable from your own lessons, videos, documents, procedures and articles.
Does Helpable have a mobile app?
No. Helpable works in the browser on phone, tablet and laptop, so people open a link and start. There is nothing to install.
What AI features should an LMS have?
The most useful ones work from your own content: drafting training from your documents, answering questions with a link to the source, and showing which questions have no answer yet. Always check that you can review AI drafts before they go live.
How do I compare LMS features between tools?
Pick your Must features, then test each tool with the same real document and score each feature from 0 to 2. Compare totals and price for your team size.
Does Helpable support single sign-on?
No. People sign in with email and password or with their Google account.
Test the checklist in a trial
The fastest way to fill in the "In Helpable" column for yourself is to try it with your own procedures. Start your 14-day free trial, take the scorecard with you, and score every Must feature.
Last checked: October 16, 2026.
