Learning Pool Ltd

Learning Pool Total (Learning Management System | LMS)

Learning Pool Total is used by 100s of UK public sector bodies to manage and improve learning performance.

As Totara Global Partner of the Year, our support and implementation provides ROI through an engaging and user-friendly platform. Making learning accessible to more users and ensuring you achieve your learning goals.


  • Hosted platform, fully managed and designed for scale
  • Implementation and set-up included
  • Customised look and feel built for every device
  • Unlimited support for administrators and end users
  • Led by a dedicated learning consultant and experienced implementation team
  • Free online training from Learning Pool Academy
  • Build learner pathways based on role or responsibility
  • Free upgrades & exciting roadmap of new features
  • Classroom management
  • Talent management features for appraisals, competencies and learning plans


  • Manage courses for every type of learning
  • Ensure compliance to regulatory standards with up to date information
  • Manage new users into the system seamlessly
  • Configure dynamic reports to identify trends and learning needs
  • Create programmes of learning for onboarding or management teams
  • Make learning visible to specific audiences based on their needs
  • Create blended learning programmes online and face to face
  • Integrate learning and talent management
  • Automate recertification of mandatory training to maintain compliance
  • Reduce costs of training delivery through efficiency and automation


£8200 to £61200 per instance per year

  • Education pricing available

Service documents

G-Cloud 11


Learning Pool Ltd

Lyndsay Dare

0207 101 9383


Service scope

Service scope
Software add-on or extension No
Cloud deployment model Public cloud
Service constraints Learning Pool Total is available 24*7. Planned maintenance happens every 6 months and requires a few minutes downtime. This always takes place out of normal business hours and customers are informed well in advance.
System requirements
  • Entirely SaaS based, requires a working supported browser
  • Browsers - IE11+, Firefox4+, Chrome11+, Safari5+, iOS, Android
  • Client-side Javascript enabled for admin pages
  • Computer - Windows Vista/Windows 7 or above
  • Computer - MacOS X 10.5 or above, Modern Linux variant
  • Provides HTML5 output
  • Cookies only store session information

User support

User support
Email or online ticketing support Email or online ticketing
Support response times Cases are subject to established service levels: Level 1: Response within 30 minutes, Level 2; Response within 1 hour, Level 3: Response within 6 hours, Level 4: Response within 12 hours. Our helpdesk is open 7 days a week.
User can manage status and priority of support tickets Yes
Online ticketing support accessibility WCAG 2.1 AA or EN 301 549
Phone support Yes
Phone support availability 9 to 5 (UK time), 7 days a week
Web chat support No
Onsite support No
Support levels Cases are subject to established service levels:
Level 1: Response within 30 minutes
Level 2: Response within 1 hour
Level 3: Response within 6 hours
Level 4: Response within 12 hours

Our helpdesk is open 7 days a week. All support costs are included in the cost of our subscriptions. No limits are applied to support requests.

Customers receive a service that is led by one of our Learning Consultants who are responsible for helping customers get the most from their Learning Pool Service. In addition customers benefit from the support of our helpdesk team who are responsible for handling day to day cases.
Support available to third parties No

Onboarding and offboarding

Onboarding and offboarding
Getting started We’ll aim to get your service ready to launch within 9-12 weeks. During the setup of the LMS, we will provide a blank user template to be populated with your users and your organisational structure. We can then perform a bulk upload of your users and each user will be auto generated a username and password.

When you are ready to launch, a welcome mail can then be sent to all users informing them of their login details. Users should also be prompted to change their password upon first login.

Onsite training is provided for Administrators, as well as our online Academy which is available to end users to understand how to use the site. This includes a range of helpful resources and forums, including user documentation for the LMS.
Service documentation Yes
Documentation formats
  • ODF
  • PDF
End-of-contract data extraction Learning Pool services are primarily based on open source technology so customer do not suffer from vendor lock in. Totara Learn is a commercially open source platform so customers can move to any other partner in the network – there are 17 partners in the UK.

In the event of termination, for any reason, Learning Pool undertakes to provide a full backup of your LMS environment (including content) at no cost so that you can continue to deliver the service with another provider. We will do this in a manner that makes it possible for any qualified Totara partner to reinstate the service within a day or so at a minimum.

We will also undertake to complete a documented handover of your service if that is required as part of any termination scenario.
End-of-contract process As mentioned, we do not tie in our clients to using our service, and everything can be transferred at the end of the contract.

For the Totara Learn platform, we will provide a full backup of your environment (including content).

There is no additional cost applied to clients for this exit service.

Using the service

Using the service
Web browser interface Yes
Supported browsers
  • Internet Explorer 11
  • Microsoft Edge
  • Firefox
  • Chrome
  • Safari 9+
Application to install No
Designed for use on mobile devices Yes
Differences between the mobile and desktop service All product features have been designed for mobile using responsive web technologies.
Accessibility standards WCAG 2.1 AA or EN 301 549
Accessibility testing https://help.totaralearning.com/display/TPD/Totara+Learn+Accessibility also see the accessibility statement here https://docs.moodle.org/36/en/Accessibility .
What users can and can't do using the API It isn't possible to use an API to provision the service. However once the service is set up we issue the customer with a security token and documentation on how to use the API.

Users can use all the functions of the API, which are listed here https://docs.moodle.org/dev/Web_service_API_functions. Users are limited to the functions listed in the URL.
API documentation Yes
API documentation formats
  • HTML
  • PDF
API sandbox or test environment Yes
Customisation available Yes
Description of customisation Totara Learn is highly customisable and administrators can configure functionality to address the needs of their users. Typical customisation scenarios include:
- Changes to the look and feel
- Course layout
- Screen layout
- Creating dashboards for specific users to reflect their information or learning needs
- Building reports based on specific criteria
- Developing learning plans to create a pathway for groups of users through the learning content

Customisation of Totara Learn is all carried out through the administration interface which is browser based. Only administrators with the correct privileges can customise the system.


Independence of resources Our infrastructure is built on a highly scalable architecture and we can meet your needs. We have internal controls to monitor server load and usage and more capacity is added where required.

Each customer is provided with their instance in our infrastructure, so the demands of other clients will have little to no impact on the smooth running of your service.


Service usage metrics Yes
Metrics types System logging within Totara LMS gives administrators the ability to see which pages a learner has accessed, the time and date they accessed, the IP address they came from, and their actions (view, add, update, delete). These logs can be displayed on a page or downloaded in text, ODS or Excel.

We monitor customer usage weekly and look for metrics that indicate success and failure so we can respond and advise. We review return on investment at least annually and this is based on usage of the system by end users and tells us the real value of the subscription.
Reporting types
  • Real-time dashboards
  • Regular reports
  • Reports on request


Supplier type Not a reseller

Staff security

Staff security
Staff security clearance Other security clearance
Government security clearance Up to Security Clearance (SC)

Asset protection

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 3.0)
Penetration testing frequency At least once a year
Penetration testing approach Another external penetration testing organisation
Protecting data at rest Encryption of all physical media
Data sanitisation process Yes
Data sanitisation type Deleted data can’t be directly accessed
Equipment disposal approach In-house destruction process

Data importing and exporting

Data importing and exporting
Data export approach Data can be exported from the LMS as reports in graphical form or Excel, CSV and PDF.
Data export formats
  • CSV
  • ODF
  • Other
Other data export formats XML (via back end integration)
Data import formats
  • CSV
  • ODF

Data-in-transit protection

Data-in-transit protection
Data protection between buyer and supplier networks
  • TLS (version 1.2 or above)
  • Legacy SSL and TLS (under version 1.2)
Data protection within supplier network TLS (version 1.2 or above)

Availability and resilience

Availability and resilience
Guaranteed availability Customers enjoy a 99.997% uptime guarantee. We have consistently achieved this over the last 3 years.
Approach to resilience Learning Pool services are hosted in modern cloud hosting environments and our hosting providers carry all the expected accreditations.

Our hosting architecture is designed with scale in mind and we are happy to provide customers with the detail on this at any time.
Outage reporting We report outages through our private customer dashboard and through email alerts.

Identity and authentication

Identity and authentication
User authentication needed Yes
User authentication
  • 2-factor authentication
  • Public key authentication (including by TLS client certificate)
  • Identity federation with existing provider (for example Google Apps)
Access restrictions in management interfaces and support channels Access to all our systems are restricted based on industry standard access control rules. This is routinely audited as part of our ISO 27001 accreditation.
Access restriction testing frequency At least every 6 months
Management access authentication
  • 2-factor authentication
  • Public key authentication (including by TLS client certificate)
  • Identity federation with existing provider (for example Google Apps)
  • Username or password

Audit information for users

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 Between 6 months and 12 months
Access to supplier activity audit information Users have access to real-time audit information
How long supplier audit data is stored for Between 6 months and 12 months
How long system logs are stored for Between 6 months and 12 months

Standards and certifications

Standards and certifications
ISO/IEC 27001 certification Yes
Who accredited the ISO/IEC 27001 SGS United Kingdom Ltd
ISO/IEC 27001 accreditation date 18/12/2013
What the ISO/IEC 27001 doesn’t cover Not sure
ISO 28000:2007 certification No
CSA STAR certification No
PCI certification No
Other security certifications No

Security governance

Security governance
Named board-level person responsible for service security Yes
Security governance certified Yes
Security governance standards ISO/IEC 27001
Information security policies and processes We are 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 27001:2013

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 management 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.

Operational security

Operational security
Configuration and change management standard Supplier-defined controls
Configuration and change management approach Our product manager retains responsibility for all change management requests and this process is managed through robust systems supported by Jira. Customers raise change requests through their Learning Consultant and these are prioritised based on customer need.

Once a change has been accepted for development it goes through our QA process which assesses the impact of the change across a range of issues including security.
Vulnerability management type Supplier-defined controls
Vulnerability management approach As part of our ISO-27001 ISMS processes we maintain a risk-register, where we continually access risks/threats to our service. We deploy patches immediately if we determine that the venerability is high risk. We have subscribed to several reliable forums and we get an external party to provide penetration testing to identify potential risks.
Protective monitoring type Supplier-defined controls
Protective monitoring approach We have monitoring in place using Monit to alert our system admin team, which sends messages via email and SMS. We access the severity of the risk and determine the appropriate remediation. We triage all monitored alerts immediately, which are risk accessed.
Incident management type Supplier-defined controls
Incident management approach Incidents are recorded in our incident management software (JIRA)

Secure development

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 v3.0)

Public sector networks

Public sector networks
Connection to public sector networks No


Price £8200 to £61200 per instance per year
Discount for educational organisations Yes
Free trial available No

Service documents

pdf document: Pricing document pdf document: Skills Framework for the Information Age rate card pdf document: Service definition document pdf document: Terms and conditions
Service documents
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