Training documentation keeps teams organized, efficient, and productive while empowering everyone to be their best at work—from the top performers to the newest hires. It can also take a long time to create, so it’s not always a top priority for teams. But finding ways to save time on creating training documentation enables more people to do it, which leads to better long-term outcomes for the company. 

Many tools on the market claim to help with training documentation, but it’s hard to know which ones to use. That's where having a list of vetted tools to choose from can be helpful.

This article will cover everything you need to know about training documentation software, including the following:

• What is training documentation?
• What is training documentation software?
• How to find the ideal training document software
• The best 8 training documentation software compared
• Frequently asked questions

Let’s get started.

What is training documentation?

Before discussing training documentation software, we should first define what training documentation is. Training documentation is a technical document used by businesses to provide instructions and manuals for employees and product users. 

Training documentation is a general term and can include any of the following:

• Process documentation
• Standard operating procedures (SOPs)
• How-to guides
• Training guides
• Manuals

‍Training documentation can help accomplish several things. It can help you onboard new employees and roll out new software technology in your stack. It can also educate your customers and make your products easier to use.

Companies of all sizes use varying training documentation forms, and employees in different roles and departments can create them. Some examples include Training Managers, Learning & Development Managers or Leads, Knowledge Managers, Operations Teams, HR, Sales, and Product teams.

There are several benefits to using training documentation, including:

• Getting new hires up to speed faster
• Saving managers from fielding questions
• Streamlining the onboarding process
• Helping customers better understand how to use your product

Creating training documentation can be a tedious task, but the right training documentation software can simplify this process.

What is training documentation software?

Training documentation software is a cloud-based application that helps you create, personalize, organize, and manage training documentation online. It’s also known as training manual software, a training manual creator, or a learning management system (LMS).

The software empowers your employees, providing them with high-quality training content and allowing them to complete the workflows they’re expected to perform. Your customers also stand to benefit, thanks to documents like product manuals. 

A cloud-based platform gives you authoring tools that make it easy to create tests, courses, guides, quizzes, and more. You can create several types of training content with training documentation software, like:

• Process documentation
• Standard operating procedures (SOPs)
• How-to guides
• Training guides
• Manuals
  

Training documentation software allows you to create, organize, and manage training materials faster and more effectively. It’s also hosted on the cloud, which makes all materials accessible and easy to update. 

But not all training documentation software is created equal. You need to know what to look for to find the right fit for your business.

How to find the ideal training document software

Here are four key considerations to make when choosing your team’s ideal training document software.

Features and functionality

First and foremost, your software should have the appropriate features and functionality to create the training content your business needs.

Some standard training documentation software features include:

• Workflows
• Web capturing
• Desktop capturing
• Image editing, redacting, and blurring
• Analytics
• Integrations (HR, payroll, eCommerce)
• Courses, lessons, tests, and quizzes
• Customizable templates
• Completion tracking
• Security features

Pricing and ROI

Pricing and return on investment (ROI) are obvious considerations. You need a software tool that fits your budget and provides a positive ROI. Pricing models can vary, so consider your needs and how many users you’ll have.

It’s hard to determine whether a training documentation software will work for your business, so take advantage of free trials and pilot testing.

Integrations

The ideal training documentation software will integrate seamlessly with your tech stack, benefitting not only the new documentation software but all of the software your company uses.

Look for a tool that integrates with all the popular CRM platforms, like Salesforce, HubSpot, and Zendesk. 

Ease of use

A training documentation software can be affordable and have the perfect integrations and features, but none of that matters if your team can’t figure out how to use it. The money you save in price is lost through operational inefficiency.

Look for a tool with an intuitive interface that’s easy to use. You and your team should be able to master the platform relatively easily.

8 Best training documentation software compared

Here are the 8 best training documentation software compared.

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Tango

G2 rating: 4.9 out of 5 stars

Tango is a training documentation software that allows you to create how-to guides instantly. With this tool, you can generate step-by-step training documentation like SOPs, manuals, process documentation, and more.

With Tango’s web and desktop application, you can capture your Workflows simply by walking through the processes yourself. Tango automatically generates a step-by-step guide, complete with  screenshots and captions that you can standardize by editing, redacting, annotating, and blurring sensitive information.

Your guide can then be shared as a PDF, with a link, or in an email. Tango makes it easy for your team to share the knowledge that it needs to operate efficiently, while giving your customers the knowledge they need to make the most of your product.

Let's look at a Workflow example to better understand how Tango works. Say you want to show an employee how to see completed tasks in Asana. Here’s what the captured Workflow looks like: 

1. Log into your Asana account

2. Click on "My Tasks" in the left-hand menu

3. Click on "Incomplete tasks"

4. In the dropdown menu, click on "Completed tasks"

5. View your completed tasks

With Tango, you and your team can spend less time creating training documentation and more time focusing on the work that drives your product forward. It’s also one of the more affordable tools on the market.

Pricing

Tango has three pricing plans: Free, Pro, and Enterprise. 

Free

• Free for up to 25 users and 25 Workflows per user
• Key Features: It’s suited to small teams and solopreneurs that want to create training guides. It’s browser-only and features image editing, redaction, and more.

Pro

• $16 per user per month if billed annually or $20 per user per month for monthly billing
• Key Features: Everything from the Free plan, plus unlimited users, unlimited Workflows, desktop workflow capturing, blurring, and PDF watermark removal

Enterprise

• Custom offering for larger organizations (contact sales team for pricing quote)
• Key Features: Single sign-on, operations dashboard, customized success program

Pros:

• Captures workflows and turns them into step-by-step guides in seconds
• Editing, annotating, redacting, and blurring image features
• Exportable PDF documents with custom branding
  

Cons:

• Has no voiceover capabilities
• No PowerPoint exporting

‍

ProProfs

G2 rating: 4.4 out of 5 stars

ProProfs is an online training software that makes compliance and skill training easy. The cloud-based platform allows you to create several types of training-related content. You can make quizzes, courses, assessments, and more.

You can use ProProfs for employee onboarding. Ready-made courses and tests help accelerate employee induction, saving time, cost, and effort. AI-powered reports and stats automatically grade your learners.

ProProfs has over 100+ ready-to-use employee onboarding courses and is compatible across several browsers, devices, and operating systems. ProProfs integrates with popular platforms such as Mailchimp, Salesforce, TribeHR, SCORM, and WordPress.

Pricing

ProProfs has three pricing plans: Essentials, Premium, and Business. The price plans are based on the number of “learners” you have. A learner is someone who takes your courses, such as an employee.

Essentials

• $1 per learner per month if billed annually and $1.25 per learner per month if billed monthly
• Key Features: One instructor and the ability to create and sell your own courses

Premium

• $1.50 per learner per month if billed annually and $1.88 per learner per month if billed monthly
• Key Features: Everything in the Essentials plan, plus group administration, self-enrollment, automated reminders, and more

Business

• $1.97 per learner per month if billed annually, and it’s $2.46 per learner per month if billed monthly
• Key Features: Everything in the Premium plan, plus unlimited instructors, unlimited classrooms, 100+ customizable courses, roles and permissions, and more

Pros:

• 100+ employee onboarding courses

Cons:

• Quizzes don’t adapt to the dimension of devices

‍

Trainual

G2 rating: 4.7 out 5 of stars

Trainual is one of the most popular digital employee management solutions today. The web-based platform allows you to create several training materials, such as standard operating procedures, process documentation, employee handbooks, and more.

A robust suite of features makes it easy to onboard new employees. You can also educate your existing workforce to meet compliance standards. With over 150 pre-made templates, Trainual streamlines document creation, saving you time and effort.

Although Trainual is a capable solution, it doesn’t support SCORM files and other eLearning formats. This could be an issue for companies with existing training materials on SCORM player platforms.

Pricing

Trainual has three pricing plans: Build, Train, and Scale. 

Build

• $49 per month if billed annually; it’s $61 per month if you pay monthly
• Key Features: Up to five users, 10 documentations, customizable templates, built-in screen recording, and more

Train

• $99 per month if billed annually or $124 per month if you pay month-by-month
• Key Features: Everything from the Build plan, plus up to 10 users, unlimited documentations, unlimited tests, completion tracking, and more

Scale

• $199 per month if billed annually or $249 per month if paid monthly
• Key Features: Everything from the Train plan, plus up to 20 users, unlimited documentations, payroll/HR integrations, public content sharing, and more

Pros:

• Over 150+ templates

Cons:

• No SCORM/eLearning file support

‍

EdApp

G2 rating: 4.7 out 5 of stars

EdApp is a mobile learning management system built to create, personalize, and distribute training content. The intuitive authoring tool compresses dense information into lessons for your teammates, new hires, and customers.

There are more than 80+ eLearning and quiz templates and 800+ editable courses in the course library, which can save you time and effort. The gamification functionality can also boost motivation and engagement.

EdApp is a data-driven tool that ensures your documentation efforts are based on statistics. It gives you insights into the most popular templates and the best sequence of templates for maximum engagement. 

Pricing

EdApp has five pricing plans: EdApp Free, EdApp Growth, EdApp Plus, EdApp Mid-size, and Enterprise. 

EdApp Free

• Free
• Key Features: Unlimited number of courses, plus access to a course library of over 800+ editable courses and more features

EdApp Growth

• $1.95 per user per month
• Key Features: Everything from EdApp Free, plus user groups, custom achievements, advanced certifications, and spaced repetition

EdApp Plus

• $2.95 per user per month
• Key Features: Everything from EdApp Growth plus dynamic user groups, API integration access and support, and AI translation

EdApp Mid-size

• From $1.95 to $5.95 per user per month
• Key Features: Everything from EdApp Growth plus content creation assistance, SCORM exports, and account management

EdApp Enterprise

• Custom plan for larger enterprise-level organizations. You’ll need to contact the sales team to get a quote. 
• Key Features: All the features and functionality EdApp has to offer, plus onboarding assistance and enterprise-level SLAs

Pros:

• 80+ templates
• 800+ course templates

Cons:

• HubSpot integration is a paid feature
• Expensive for large groups of users

‍

Techsmith Snagit

G2 rating: 4.6 out 5 of stars

Snagit by Techsmith is a screen capture and recording software that creates edited and annotated screenshots and videos. This software allows you to walk through any workflow, record it, and design training documents to share with others.

Snagit is a simple, lightweight tool with many valuable features. All-in-one capturing allows you to record your entire screen or a specific section. There’s also a panoramic scrolling capture for full-page and scrolling of vertically long or horizontally wide pages.

Pre-made templates save time in creating training documentation. All images, videos, and GIFs are stored in a cloud library. Snagit integrates with several apps, such as Slack, Dropbox, Google Drive, Powerpoint, and Microsoft Word.

Pricing

Snagit has four pricing plans: Individual, Business, Education, and Government & Non-Profit.

Individual

• $62.99 per user for one license and can be renewed for $12.60 per year
• Key Features: It works with six different languages and is compatible with Windows and Mac

Business

• $62.99 per user for one license and can be renewed for $12.60 per year. The Business plan offers discounts on bulk purchases for several users
• Key Features: It works with six different languages and is compatible with Windows and Mac

Education

• Special discount offer
• Available for full-time students, staff, and faculty members of an educational institute

Government & Non-Profit

• Special discount offer
• For government entities and registered non-profit organizations

Pros:

• Easy to edit and annotate videos, images, and GIFs
• Panoramic scrolling capture

Cons:

• Doesn’t autogenerate step-by-step images and descriptions

‍

ClickHelp

G2 rating: 4.7 out 5 of stars

ClickHelp is an online documentation tool that makes it easy to create training-related materials like videos, quizzes, surveys, feedback forms, and more.

ClickHelp is versatile and has numerous use cases. You can use it to create software user guides and manuals for new tools in your tech stack. You can build a knowledge base for your website or even create developer documentation.

With over 20+ existing integrations and REST API support, ClickHelp is flexible and robust. Cloud hosting makes for easy access and authoring. You can use any device as long as it has an internet connection.    

Pricing

ClickHelp has four pricing plans: Essentials, Startup, Team, and Enterprise. 

Essentials

• $55 per user per month billed annually or $65 per user per month if paid month-by-month
• Key Features: 150 topics, unlimited projects, user guides, readers, and documentation hosting

Startup

• $69 per user per month if billed annually or $79 per user billed monthly
• Key Features: Everything in the Essentials plan, plus 500 topics and three reviewers

Team

• $99 per user per month if billed annually, and the month-by-month cost is $119 per user
• Key Features: Everything in the Startup plan, plus 2,000 topics and four reviewers

Enterprise

• $139 per user per month if billed annually. It’s $159 per month if paid on a month-by-month basis
• Key Features: Everything in the Team plan plus 6,000 topics and seven reviewers

Pros:

• Great customer support

Cons:

• Reviewing functionality is lacking

‍

Coassemble 

G2 rating: 4.7 out 5 of stars

Coassemble is an online training platform that helps drive business growth with high-quality training documentation. You can design visually stunning training-related content that maximizes engagement.

Employee onboarding is one of the best ways to use of Coassemble. You can create personalized and flexible training content to get your new hires up to speed. Rich data insights ensure your efforts are optimized for engagement.

Coassemble has 35 templates and 30+ lesson screens, so you can save time creating training documentation. The course builder makes it easy to customize your lessons and quizzes to your liking.

Pricing

Coassemble has two pricing plans: Pro and Premium. The price of the plans depends on the number of users you require. 

Pro

• $120 per month and gives you twenty users
• Key Features: Unlimited courses, lessons, quizzes, and assignments

Premium

• $160 per month, billed annually, which comes to a total of $1,920
• Key Features: 20 users and all of the features Coassemble has to offer

Pros:

• Capable course builder
• Lots of templates and lesson screens

Cons:

• No screen recording for autogenerated step-by-step documentation

‍

TalentLMS

G2 rating: 4.6 out 5 of stars

TalentLMS is a cloud-based learning management system that helps educate your team. The intuitive platform lets you create new training courses quickly

This software tool is suitable for several uses and teams. You can onboard new hires and train existing employees to meet compliance. You can also educate customers on your product, provide your team with sales enablement documentation, and much more.

TalentLMS offers ready-made courses so you can save time and jump right in. All the templates are customizable, and the platform integrates with HubSpot, Salesforce, Zoom, BambooHR, and more.

Pricing

TalentLMS has five pricing plans: Free, Starter, Basic, Plus, and Premium. 

Free

• Free
• Key Features: five users, 10 courses, and unlimited email support

Starter

• The Starter plan costs $69 per month if billed annually or $89 per month billed monthly
• Key Features: 40 users, unlimited courses, and unlimited email support

Basic

• $149 per month if billed annually or $189 per month billed monthly 
• Key Features: Everything in the Starter plan, plus 100 users, single sign-on support, one branch, and a custom domain + SSL

Plus

• $279 per month if billed annually or $369 per month billed monthly
• Key Features: Everything in the Basic plan, plus 500 users, three branches, custom reports, and a Success Manager

Premium

• $459 per month if billed annually or $569 per month billed monthly
• Key Features: Everything in the Plus plan, plus 1,000 users, 15 branches, automation, live chat support, and a custom mobile app

Pros:

• Lots of integrations
• Intuitive interface

Cons:

• Weak reporting features

‍

iSpring Learn

G2 rating: 4.6 out 5 of stars

iSpring Learn is a cloud-based learning management system that simplifies your training efforts. You can use iSpring Learn to build and launch a robust training program for your employees, new hires, and customers.

The authoring tool allows you to create interactive courses, quizzes, and other training documentation. iSpring Learn has several use cases, including onboarding new hires, product training, sales training, channel training, compliance training, and more.

iSpring Learn is compatible with several types of documents. You can upload PDFs, Word docs, SCORM courses, and videos. Comprehensive reports give you data to track and measure your efforts and the performance of your employees.

Pricing

iSpring Learn has four pricing plans based on the number of users: 100 users, 300 users, 500 users, and Custom. 

100 users 

• $3.66 per user per month, billed annually
• Key Features: 50 courses, one authoring tool, and technical support

300 users

• $3 per user per month, billed annually
• Key Features: On top of everything from the 100 users plan, you also get the single sign-on feature

500 users

• $2.82 per user per month, billed annually
• Key Features: Two authoring tools, premium support, and all the other features from the 300 users plan

Custom

• Requires you to contact the sales team for a quote
• Key Features: For large enterprises that need more than 500 users

Pros:

• Great integrations
• The authoring tool is fantastic

Cons:

• Wasn’t designed for macOS

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Frequently asked questions

What is training documentation software? 

Training documentation software is a cloud-based program that creates, personalizes, organizes, and manages training materials online. It provides educational content that empowers your employees, new hires, and customers.

For instance, you can create user guides that allow your customers to get the most out of your product. These guides help to increase customer satisfaction and retention. You can also create process documentation to onboard new hires and educate your existing team.

Training documentation software helps streamline workflows, improve employee productivity, and increase operational efficiency—all while saving you from spending extra time, effort, and money on creating training documentation.

What to look for when choosing training documentation software 

There are several factors that you should consider when choosing training documentation software. These include the following criteria: features and functionality, pricing and ROI, integrations, and ease of use.

The ideal provider should offer the features and functionality that your company needs. It should also be within your budget and provide a positive return on investment. It must also be intuitive and easy to use, and it needs to integrate with your existing technology stack. 

‍

Final thoughts

Process documentation is crucial to your team's success, because it enables everyone to perform at their best—from new hires to your top performers. It can help onboard new employees, educate and upskill your existing team, provide customer product support, and much more. 

Creating training materials takes time, effort, and resources, but a training documentation software tool can help streamline the process while creating a better experience for both your team and customers. This article outlined nine of the best training documentation software to get your team up to speed.

Ready to uplevel your training documentation?