ClickLearn – The Pros and Cons of the Training Automation Tool

ClickLearn is positioned as the market leading solution for creating easy user instructions, e-learning and process videos for business software.

The tool can be used within various systems, including Dynamics 365, IFS Cloud, SAP S/4HANA and Oracle Cloud ERP, to create different mediums which can be exported to suit multiple learning styles.

It is marketed as being able to automate the writing of client’s business-critical walkthroughs, saving them 80% of the time they currently spend creating them manually. On face value, this may be the case, but deeper analysis highlights that it does have some limitations, potentially higher than expected cost implications and there may be better options.

In this whitepaper we evaluate the main aspects of ClickLearn, to help you make an informed decision about whether it gives you the financial and time savings publicised, as well as providing the right level of role-based training your users need to use your new ERP system efficiently. Or if by saving time and money, the business benefits and return on investment you’re expecting, are not met.

An Overview of ClickLearn

ClickLearn is an easy-to-use tool for recording system processes, which allows you to produce your walk-throughs in eight different formats from a single source, including written documentation, hands-on labs, videos with automated effects and voice over. The downside is that the tool captures only functional instruction. Therefore, the document outputs are unlikely to be aligned with your existing business documentation that contain business messages and guidance on best practise.

According to ClickLearn, with one click, you can produce your walk-throughs in all formats. This can be seen as a positive, as it is a quick and easy method to capture basic training steps, especially if non-trainers are developing content (e.g., business users). However, the developers of the walk-throughs will still need to receive some training on how to create them.

One of the limitations with ClickLearn is that the process of creating walk-throughs is not as straight forward as it seems and can become quite a time-consuming, manual process. This is because it is highly recommended that the steps are enriched with your own bespoke business messages, and additional context is added to explain the differing field options when completing system processes.

Whilst creating with ClickLearn, the ClickLearn Virtual Assistant is on-hand to help support you with creating and editing walk-throughs. There is also an extensive online support presence, supplied by ClickLearn and other ClickLearn users.

ClickLearn does allow you to create and use templates to aid the development of your walk-throughs. However, you will need to ensure that all creators follow the same best practise to avoid inconsistency issues with the output aesthetics. For example, ensuring that their scaling and resolution is correct, that all other windows are closed, and that the bookmark bar is hidden.

There is in-built functionality that allows your created walk-throughs to be analysed and automatically converted into more than 45 languages and 135 dialects. This is essential for any organisations that require their walk-throughs to be used in multiple regions and countries.

ClickLearn Pricing

ClickLearn is license driven, with prices starting at more than $400USD per month for one license if you have a limited audience-size, increasing to upwards of £700USD per month for one license for larger organisations. If multiple employees are required to use ClickLearn, additional licenses must be obtained, increasing costs.
Cost accurate at time of writing – August 2022

Evaluation of ClickLearn

ClickLearn alone cannot provide the same level of bespoke training that you would get from working with a professional training partner with specific knowledge of your ERP system. Engaging with an experienced consultancy can save you both time and budget, whilst producing training materials that are tailored to your organisation, your system build and your users.

The Optimum x ClickLearn Collaborative Approach

At Optimum, we have experience of working with clients who had already selected and purchased ClickLearn as their training development tool, but who do not have the internal time or knowledge to create engaging, user-friendly walk-throughs, or to update existing outputs. Through collaboration with their Subject Matter Experts and Business Process Owners, we have created effective, structured walk-throughs that are utilised by both existing staff when a new business system is implemented, and latterly, by new joiners to the organisation.

Once the walk-throughs have been created, we can also take away the stress of sorting and storing them, by creating and managing the learning portal, through the creation and implementation of virtual books and shelves. A book allows you to combine recordings into a user-friendly website, allowing the user to browse between recordings and to view a single Word or PDF document. A shelf combines books into a user-friendly web site, allowing the user to access a complete learning portal, and again to view a single Word and PDF document.

Whilst ClickLearn is undoubtedly a useful tool to create quick walk-throughs to help support the onboarding of your new ERP system, you may need to consider whether in isolation, it will provide the level of support required by your end users.

The Optimum Approach

We partner with clients to develop training solutions for their end-users. These partnerships have enabled us to support more than half a million end-users across 700+ ERP implementations around the world. These have included Dynamics 365, SAP S/4HANA, Oracle Cloud ERP, IFS Cloud ERP, Netsuite, Unit4 ERP and many others.

We design bespoke training programmes which meet the diverse needs of different user groups. This means offering a variety of supporting materials and delivery options which engage end users with timely, relevant content, ensuring a confident and competent workforce.

Get in touch today and find out how Optimum can help with your user adoption requirements.

Additional reading: For more resources on the planning and implementation of ERP end-user training, check out our free guide and templates — The ERP End User Training Plan Toolkit