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Free LMS Vendor Evaluation Scorecard Template
Stop deciding on gut feel and the slickest demo. Score every LMS vendor on the same weighted criteria — and let the numbers make the case.
Last Updated: May 2026
After you've collected RFP responses and run demos, the LMS decision often collapses into 'which demo felt best' — a subjective basis that's hard to defend and easy to regret. A weighted scorecard fixes that: define your criteria, weight them by importance to your use case, score each vendor 1–5, and compare weighted totals. This template gives you the criteria and the method. Adjust the weights to your priorities, score each finalist, and you'll have an objective, stakeholder-defensible recommendation.
How to use the weighted scorecard
- Assign each criterion category a weight (must total 100%) based on your priorities.
- Score each vendor 1–5 on every criterion (1 = poor, 5 = excellent).
- Weighted score = (criterion score ÷ 5) × category weight.
- Sum weighted scores per vendor; highest total is your data-backed front-runner.
- Any score of 1–2 on a deal-breaker criterion eliminates the vendor regardless of total.
Suggested criteria & starting weights (adjust to your needs)
Functional fit — has the features we need (weight: 25%) — score each vendor 1–5:
Usability — admin and learner experience, ease of setup (weight: 15%):
Pricing & total cost of ownership — all-in 3-year cost, no hidden fees (weight: 20%):
Integrations & technical fit — SSO, HRIS, API (weight: 10%):
Security & compliance — certifications, data protection (weight: 10%):
Support & implementation — SLA, CSM, go-live commitment (weight: 10%):
Vendor viability & references — stability, reference quality (weight: 10%):
Scoring grid (replicate per vendor)
Vendor name:
Functional fit (1–5) × 25% =
Usability (1–5) × 15% =
Pricing & TCO (1–5) × 20% =
Integrations (1–5) × 10% =
Security & compliance (1–5) × 10% =
Support & implementation (1–5) × 10% =
Vendor viability & references (1–5) × 10% =
WEIGHTED TOTAL (out of 100):
Decision notes
Front-runner by score:
Any deal-breaker eliminations:
Gaps in the top choice and mitigation plan:
Final recommendation and rationale:
How to use this template
- →Set weights BEFORE scoring vendors — deciding weights after you've seen scores biases the result
- →Involve all stakeholders in setting weights so the decision has buy-in
- →Use it alongside the LMS RFP template — RFP gathers the answers, scorecard compares them
- →Keep the completed scorecard as the auditable record of why you chose the vendor
Frequently asked questions
How do you compare LMS vendors objectively?
Use a weighted scorecard: define criteria (functional fit, usability, pricing/TCO, integrations, security, support, vendor viability), weight each by importance to your use case, score every vendor 1–5, and compare weighted totals. This turns a subjective 'which demo felt best' into a defensible, numbers-based decision.
What criteria should I use to evaluate an LMS?
Core evaluation criteria: functional fit (does it have the features you need), usability for admins and learners, total cost of ownership over 3 years, integrations (SSO/HRIS/API), security and compliance certifications, support and implementation quality, and vendor viability plus reference quality. Weight them by what matters most for your situation.
Why use a weighted scorecard for LMS selection?
Without one, LMS decisions default to the slickest demo or the loudest stakeholder — subjective and hard to defend. A weighted scorecard makes priorities explicit, forces consistent scoring across vendors, surfaces deal-breakers, and produces an auditable record of why you chose a vendor — which matters for a multi-year, often six-figure commitment.
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