Access LMS Evo

Access LMS Evo is the training system from Access Learning, part of The Access Group. It assigns mandatory training by role and keeps the record of who finished it. Access prices some of its AI separately and on request. Under Access’s AI Terms, the uptime and support promises for its products generally do not cover the AI features. Fees and features can also change during the contract.

By Ashish Manchanda Published 23 Oct 2026 Last updated 23 Oct 2026

In one line

A training system that assigns mandatory courses by role and keeps the completion record. Access runs it as software that a customer cannot host on its own servers.

Buy it if

You must prove who finished mandatory training. Your lawyers can accept the AI Terms and the Core Terms. You can get the AI you need priced in writing.

Do not buy it if

Your lawyers need the uptime and support promises to cover the AI features. You need features fixed for the whole term. Under its Core Terms, Access may add, remove or amend features without notice.

Price

LMS Hub costs £1.25 and LMS2 costs £6.67 per employee per month, based on 100 users and billed annually. Access’s G-Cloud document gives higher yearly fees for the same 100 users.

It assigns mandatory training by role and keeps the record

Access LMS Evo stores and processes data in the United Kingdom, and users have no control over that location. Access holds ISO 27001 certification for Evo.

Most of the chasing is automatic. Registration rules assign mandatory training by role. RAC builds its rules from its HR hierarchy. Email reminders go to people who are overdue. The system flags risk when completion rates fall below set limits. At log-in, Access Evo AI brings up overdue completions and upcoming deadlines. Live dashboards display who is on track and who is overdue.

The dearer package adds certification tracking. LMS Hub includes learning pathways, assessments and event management. LMS2 adds everything in LMS Hub, plus tracking of qualifications and certifications. It also has the Senior Managers and Certification Regime tools. On LMS2 sites, a customer can link its own login system. Super administrators on LMS2 sites also connect a Zoom or Teams account to host virtual meetings.

Courses from other suppliers fit in. Access LMS Evo uses the SCORM, AICC and xAPI standards for how a course reports back to it. Administrators can create eLearning from third-party content packaged as a zip file. If your HR system can export a staff file to a shared folder, imports can run on a schedule. Access’s Professional Services first builds a transfer file that matches the fields. Developers can use a self-serve public API to create and update users and organisations.

Access Evo AI comes in every package. It covers a built-in assistant for queries and recommendations, and an automation layer for alerts and assignments. Copilot is the assistant for day-to-day queries. Feed sends personalised alerts and recommends content. Navigator answers questions about your own data. Access built its AI-enabled software experience in collaboration with Microsoft. It holds ISO 42001 accreditation for its AI management system.

Our market guide sets Access LMS Evo beside the rest of the market.

Its records, reports and onboarding are built for proof of training

The record is made for auditors

Access logs every completion and certification in one place. This is an audit trail. Administrators can upload earlier training records to support audits. They can override a certificate expiry date for specific users. A registration rule with an expiry date makes people retake training after a set time. Check this before you quote the compliance rate. People in a grace period show in grey. They do not affect it.

Reports follow a person’s level

A person given the unit level can report on their unit and its subunits. The organisation level reports on everyone in it. The top level covers people across several organisations. Managers also get Check In to follow team progress. Spot Check tests how ready a team is on a topic.

Every package includes onboarding and a success plan

Onboarding comes in every package, through Access’s Flightpath programme. Standard customer success support is included too. Every customer gets a Success Plan. It comes at Essential, Standard or Premier level. Premier is an upgrade. It adds a named customer success manager. A customer moving from another LMS keeps its data unless it starts afresh. Flightpaths help with the move.

The AI assistant respects your permissions

Navigator answers questions in plain language. It replies with a chart, table or summary. It respects existing permissions in full. Users cannot see it until an administrator turns it on. That can be for one person or in bulk. Each person’s use of Access’s AI capabilities stays confidential to them.

Customers run from 200 people to more than 8,000

Organisations across the UK use Access LMS Evo to manage compliance, develop people and deliver learning. Access puts its count of UK learners at 1.89 million. The smallest customers in its stories have about 200 employees.

Firms of 200 to 350 people report high completion

One of them still falls short of its own target. Solaris Law has about 200 employees. 199 of them passed its bite-size assessment. London Energy has over 350 employees. Over 80% of the business took over 1,575 hours of essential training in the first 10 weeks. Cofton Holidays has 200 to 230 employees. It reports 91% completion against a 95% benchmark. It chose Access LMS Evo for ease of use, mobile access and its direct link to PeopleHR.

A care group put 19 sites on the mobile app

Hamberley Care Homes has over 900 staff. They work across 19 UK sites. Over 900 employees signed up when its app launched. Access aims the app at frontline, deskless and distributed teams in retail, construction, manufacturing and care. The app gives full access to training on any device. It also works offline for people without reliable connectivity.

Large employers and multi-company groups use it

Stallard Kane runs over 80 client organisations on one platform. It serves more than 1,000 learners. Each client has its own branded environment. Norse Group is a large multi-entity organisation with bespoke roles and 8,000 or more users. RAC has over 4,000 employees. Its digital learning manager can set up a rule in five minutes. They know the training reaches the right people.

Companies with a compliance target report meeting it

Access targets financial services and FCA compliance. The LMS2 package includes tools for the Senior Managers and Certification Regime. TWMA reports mandatory-training compliance of 89% against a target of 85%. Thomas Graham reports 97% compliance within six months.

The AI has its own terms, and fees and features can change

Most of what to check sits in Access’s legal terms. Read the AI Terms and the Core Terms together before you compare packages.

AI and uptime

Under the AI Terms, general uptime and support promises do not apply to the AI features. Under its SaaS terms, the 99.8% yearly availability target rests on commercially reasonable efforts. That target allows about 17.5 hours of downtime a year. Backups are encrypted and kept for 90 days. The time to restore service after a disaster is 12 hours in the UK, Europe, the Middle East and Africa. It is 24 hours in Asia Pacific. Ask Access to extend the promise to the AI features you use.

You answer for what the AI does

Under the AI Terms, Access does not review outputs. They may be inaccurate, biased, incomplete or misleading. They should not be relied on as factual information, compliance guidance or advice of any kind. The customer must review every output before using it and discard unsuitable ones. Every action an AI feature takes counts as an action taken by the customer, who accepts full responsibility. That matters in a product whose job is compliance training.

The bill can hold more than the package price

Access promises “Two packages. Clear pricing. No hidden fees.” It puts the only variation in cost at eLearning content. Nothing else needs buying inside the LMS. Under the AI Terms, AI Fees are usage-based, additional to subscription fees and non-refundable. Access prices Evo Everywhere on request, and the translation add-on through the account manager. Ask for one quote that adds all of these to the package price.

Check where customer data goes for each AI feature

Some AI features are built in by default. Access reports that no customer data is used in OpenAI systems. It also reports that nothing processed through Evo leaves Access infrastructure to train outside models. Under the AI Terms, the models behind certain AI features come from outside Model Providers. Access may send them customer data. It may not train or fine-tune models on customer data without express prior permission. Copilot answers day-to-day queries using OpenAI, so both statements matter. Ask which applies to your account.

Features and fees can change

Under the Core Terms, Access may add, remove or amend features without notice. Under the AI Terms, AI features may be added, modified or discontinued at any time, with reasonable notice before discontinuance. Fees can rise no more than once in each Contract Year. Access can revert fees to its then-current list price. This can happen at the end of the Initial Term or any Further Term. If a customer passes a usage threshold, Access invoices the excess from when it started. It then raises the threshold and the fees for the next Contract Year.

Ending the contract

The Core Terms set an Initial Term of 36 months, or any other period the Order specifies. The agreement then renews automatically for a Further Term unless it is ended. Either party can end an Order at the end of a term on at least 90 days’ notice. A customer who ends an Order must use the Access digital assistant. Some fees may be overdue and not disputed. Access can then make all fees committed for the rest of the current term due at once.

Getting data back

Two Access documents give two versions. Under the Data Processor Terms, Access deletes the personal data it holds after the contract ends. It first sends a request, and the customer has 30 days to answer. Within those 30 days, the customer may ask for its personal data back at no additional cost. Access may charge to restore data it has deleted or returned on the customer’s instruction. Its G-Cloud listing puts an extra charge on data provided at the end of the contract. That listing adds that data is exported to a csv or xlsx file through the reporting function.

Translation covers written content, in one extra language per person

Access LMS Evo has eleven default interface languages. Changing the language updates only the interface, not content or user-entered data. A translation add-on covers off-the-shelf eLearning in 111 languages, using Smartcat, an outside service. It applies only to written content. A user can pick only one extra language.

Ready-made content and accessibility have gaps to check

Integration of Access Learning Content into the LMS is coming soon. Access digital learning content aims to meet WCAG 2.2 AA where applicable. That is the web accessibility standard. Access’s accessibility statement covers its own website, theaccessgroup.com.

Two packages priced per person, with content and AI on top

Access sells two packages. LMS Hub costs £1.25 per employee per month and LMS2 costs £6.67, both based on 100 users and billed annually. At 100 users that comes to £1,500 and £8,004 a year. Access’s G-Cloud 15 pricing document gives annual platform fees by user count. LMS Hub is £1,650 at 100 users and £8,250 at 1,000 users. LMS2 is £8,800 at 100 users and £16,500 at 1,000 users. These G-Cloud figures exclude VAT.

Access’s price list starts at 10 learners. Its G-Cloud document sets a minimum of 100 employees. Access charges every organisation the same per-employee price. The model scales with the number of users given access.

Content is bought apart, and it can cost more than the LMS. Access eLearning courses start from £14.95 per user per course. Bundles start from £1,000 a year for 10 users. LMS Hub costs £1,500 a year for 100 users. Access Learning Content costs from £3.00 (Explore) or £6.00 (Pro) per user per month, based on 100 users. Paid plans need at least 10 users. The Access L&D Suite starts from £3,500 for 50 users and covers the LMS, eLearning and learning content. Access eLearning prices exclude VAT.

Navigator is where the documents differ. Access includes Access Evo AI in every package. Its AI Pricing page puts Evo Navigator, including Ask Navigator, under the Evo Everywhere Base Fee. That page prices the Base Fee on request. It also offers an Advanced User level on request. Advanced User is sold on an annual contract per named user, with at least one licence per organisation. The G-Cloud document puts Navigator inside a platform base fee of 20% of annual cost. It also gives a power user licence at £50 per user per month. That licence adds Evo Researcher, Workflows AI and the ability to run agents.

Billing is annual, in advance. A free trial is available for self-registration, typically for 30 days and extendable. Fees are non-refundable unless the agreement provides otherwise. Implementation timelines depend on the organisation’s size and set-up.

You could also run training steps with agents built on your own systems. We have mapped what that looks like. The HR Agent Map

What to ask Access before you sign

Your Responsible AI page reports that no customer data is used in OpenAI systems. Your AI Terms allow you to send customer data to outside model providers. Which applies to our account? Good answer: A list of the features and providers we would use, matching the Responsible AI page.
Will the uptime and support promises cover the AI features we use? Good answer: Yes, written into the order form.
Which AI features carry a usage fee, and what is the rate? Good answer: A named list of features, a rate for each and a monthly cap.
Is Navigator inside the package price, the Evo Everywhere base fee or the 20% platform base fee? Good answer: One written answer with Navigator’s price.
Can you give one quote that adds eLearning content, Evo Everywhere, translation and AI usage fees? Good answer: One written quote with each line priced.
Your own price list and your G-Cloud document give different yearly fees for 100 people. Which one applies to us? Good answer: One dated price list for our user count.
What is our Initial Term, and which notice date applies? Good answer: The term in the order form, with a reminder before the 90-day notice date.
Will you cap the fee at renewal instead of reverting to the then-current list price? Good answer: A capped rise written into the order form.
What is our usage threshold, and what do we pay if we pass it? Good answer: A set threshold and a price for extra use, agreed before signing.
Will you return our data at no cost after we leave, in which file format, and within what time? Good answer: Free return in a named format inside the 30-day window.
What does ending an Order through the Access digital assistant involve? Good answer: A written description of the steps, with no extra cost.
What does translation cost, and which languages come with it? Good answer: A price for each language and a full language list.
Which accessibility report covers Access LMS Evo itself? Good answer: A named report for the LMS, dated within the last year.
Which third-party terms, such as Visier’s, apply to the analytics? Good answer: A list of every third-party term before signing.

Alternatives to Access LMS Evo

If Access LMS Evo does not fit, look at Kallidus or Totara. Buying nothing is a third route.

Access builds some AI features in by default. Kallidus disables AI features that affect learners or managers by default. Its administrators must switch them on. Kallidus also holds that customers should have the choice to use any AI feature or not.

Access’s AI fees come on top of the package. Totara bills its AI costs another way. Its AI features carry usage costs set by the model provider. The provider bills the customer and Totara adds no charge. They run on Totara’s OpenAI integration or on the customer’s own model. One cost to weigh is that AI is an optional add-on bought through a Totara Partner. Using OpenAI needs an OpenAI API account, and its use costs extra.

Buying nothing yet is a real option for a small group. Access’s price list starts at 10 learners, and its G-Cloud document sets a minimum of 100 employees. Use Access’s free trial before you decide. The market guide covers the other products in this market.

More in this guide

The Learning management systems guide
Compare the 57 researched products how each delivers training, what its AI does, what it costs and the contract terms.
Mid-market companies which learning products suit 200 to 2,000 people, what they cost and what to ask.
Enterprise companies which learning products suit 2,000 people or more, what they cost, how contracts run and what to ask.
Frontline and deskless teams how training reaches staff away from a desk, what it costs and what to ask.
Regulated industries how learning products keep the training records that auditors check, what that costs and what to ask vendors.
Companies whose HR system has its own learning product what it covers, what it costs and what else exists.