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 enterprise 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 that alternative options may be more suitable for some projects.

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 feature is very useful for organisations that require their walk-throughs to be used in multiple regions and countries.

ClickLearn for ERP

ClickLearn is commonly selected by organisations implementing or upgrading enterprise ERP platforms, where there is a need to create process documentation and system walk-throughs at pace. The solution integrates directly with several leading ERP applications, enabling users to capture transactions and convert them into repeatable training outputs.

However, while ClickLearn can accelerate the creation of baseline system guidance, its effectiveness depends heavily on how the tool is configured, governed and supplemented with business context. This becomes increasingly important when deployed across complex ERP environments with diverse user roles and processes.
Below, we explore how ClickLearn is typically used across specific ERP platforms.

ClickLearn for IFS

ClickLearn integrates with IFS Cloud and is often used to record functional processes such as work order processing, asset management and financial transactions. This can be valuable during IFS implementations where internal teams need to document standard system interactions quickly.

However, IFS Cloud environments are often highly configured to reflect industry-specific workflows. ClickLearn’s output focuses on system steps rather than explaining why activities are performed in a certain way or how different configuration options affect users. As a result, additional effort is usually required to enrich recordings with business process information, decision points and role-specific guidance to ensure materials are genuinely usable by end users.

ClickLearn for SAP S/4HANA

For organisations implementing SAP S/4HANA, ClickLearn is frequently positioned as a way to capture transactional processes such as procure-to-pay or order-to-cash. Its ability to generate multiple outputs from a single recording can support broad end-user communication during programme delivery.

That said, SAP S/4HANA implementations are typically complex, involving extensive process redesign and role segregation. ClickLearn recordings alone may not adequately explain upstream and downstream process impacts, authorisations or exception handling. Without consistent standards and governance, recorded content can also diverge in style and quality across functional and business teams.

ClickLearn for Microsoft Dynamics 365

ClickLearn is widely used alongside Microsoft Dynamics 365, including Finance and Supply Chain Management (FSCM), Business Central and Customer Engagement environments. It allows organisations to document system steps directly in the Dynamics interface, supporting rapid content creation during delivery phases.

In practice, Dynamics 365 implementations benefit from training that goes beyond point-and-click instructions. Users often require contextual understanding of business processes, data dependencies and role-specific responsibilities. ClickLearn outputs therefore typically need further refinement to align with organisational policies, terminology and established documentation standards.

ClickLearn for Acumatica

Acumatica’s flexible and highly configurable architecture means that training materials need to be carefully aligned to individual customer builds. ClickLearn can help capture standard user actions within Acumatica, particularly for finance and distribution processes.

However, because Acumatica deployments vary significantly between organisations, ClickLearn content often requires significant post-recording enhancement. This includes adding explanations around configuration choices, integrations and business-specific workflows, which are not captured automatically through system recording alone.

ClickLearn for Oracle Cloud ERP

ClickLearn can be used with Oracle Fusion Cloud ERP to document core financial and operational processes. Its ability to support multilingual outputs is particularly useful for organisations running Oracle across global teams.

Oracle ERP implementations tend to involve strict controls, approval hierarchies and role-based access. ClickLearn recordings capture the “how” of system interaction but not necessarily the “why” behind process design or compliance requirements. As a result, organisations frequently need additional support to ensure training materials are comprehensive, consistent and appropriate for different user groups.

ClickLearn Pricing

ClickLearn uses a subscription-based pricing model, with costs determined by factors such as the edition selected, the number of authors, supported platforms, and user volumes. Pricing is typically agreed annually and scales as usage increases. Public sources such as G2 suggest that a Basic license currently starts at $6,350/year, with Enterprise packages around $27,350/year. Final pricing is provided on a tailored, quotation basis.

Accurate at time of writing – April 2026

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.

Evaluation of ClickLearn

ClickLearn alone cannot provide the same level of customised training that you would get from working with a professional training partner with specific knowledge of your ERP system. While tools like ClickLearn play an important role in modern ERP training programmes, they are not a complete solution in isolation.

Training automation tools are particularly effective for short, repeatable learning moments. They work well for quick process refreshers, task-based walk-throughs and “how do I do this again?” prompts. This makes them highly valuable post go‑live and for ongoing reinforcement, where users need fast access to system guidance at the point of need.

However, for large ERP implementations, where hundreds or thousands of users must understand not only what to click, but why, when, and how their role fits into end‑to‑end business processes, a single tool is rarely sufficient. ERP success depends on users understanding business context, decision-making responsibilities, downstream impacts and organisational ways of working, not just system navigation.

That is why the most successful ERP programmes adopt a blended training approach, often combining:

• Digital adoption platforms (DAPs) such as ClickLearn for capturing and maintaining system-based walk‑throughs
• Structured training design to ensure consistency, clarity and role relevance
• Business context and process explanation that reflects how the organisation actually operates
• Expert input from ERP and training specialists who understand both the system and the people using it

Engaging with an experienced ERP training consultancy can often save both time and budget in the long term. It reduces rework, improves adoption and ensures training materials are aligned to your system build, business processes and user roles, rather than relying solely on automated outputs that still require significant enrichment.

Learn more about creating bespoke ERP Training Materials.

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 800+ 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 ERP training 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: Getting ERP User Adoption Right: 5 Steps for Success.