Quickbase Case Study: Custom Learning Management and Training System

You’ll find this valuable if you:

You manage training and compliance for a small-to-medium business
Your training materials are scattered across multiple platforms, making progress tracking impossible
You're tired of compliance surprises when deadlines are missed and certifications expire
You spend too much time chasing spreadsheets and manual tracking instead of focusing on strategic workforce development
Your current LMS options are either too expensive with recurring fees or too complex for your team size

What you’ll learn:
How a 30-employee custom software company achieved 100% compliance completion rates, saved $39,000 annually in administrative costs, and discovered hidden workforce capabilities using a comprehensive Learning Management System built on Quickbase.

As a custom software solutions provider specializing in Quickbase applications, we successfully implemented our own internal Learning Management System (LMS) in 2024 to solve the exact challenges facing SME's today. Operating with a distributed workforce across multiple client industries, we needed a solution that could centralize training, ensure compliance, and scale with our growth—without the recurring subscription costs that drain SMB budgets.

This internal case study documents our journey from scattered, inefficient training processes to a unified system that achieved 100% compliance completion rates, saved approximately $39,000 annually in administrative costs, and unlocked hidden workforce potential. Most importantly, our one-time investment in a Quickbase-integrated LMS eliminated ongoing subscription fees while providing enterprise-level functionality sized right for growing businesses.

1. Fragmented Training

Training was scattered across multiple systems, creating inconsistent user experiences, administrative headaches, and poor visibility into team progress.

2. Compliance Risk

Missed training deadlines created serious compliance risks, exposing the company to potential legal and financial consequences.

3. Expensive Alternatives

Commercial LMS options were overly complex, costly, and ill-suited to our flexible, Quickbase-focused environment.

1. Changing Requirements

Frequent regulatory and industry updates were difficult to implement quickly due to our decentralized training setup.

2. Hidden Capabilities

Valuable employee skills and experience went unnoticed because there was no centralized way to track or utilize them.

3. Time Intensive Admin

Managers spent over 15 hours weekly on manual tracking and reporting tasks that could easily be automated.

Training Visibility & Control
"Which employees have completed mandatory training this quarter?"
"Are there gaps in compliance that could expose us to risk?"
"Can managers quickly see progress without chasing spreadsheets and emails?"

Process Efficiency
"Why are managers spending 15+ hours per week manually tracking progress?"
"How can we automate reminders, sign-offs, and reporting without adding complexity?"

Strategic Workforce Growth
"What skills exist in our workforce that we’re not fully leveraging?"
"How could we reallocate time from training admin to coaching and development?"

Content
Management & Delivery

Rich, Multi-format Content Support: Embedded video, audio, documents, PDF integration, Google Docs, and rich text content

Multi-Platform Video Support:
Seamlessly integrates both internal self-hosted videos and external learning platforms

Required Completion Controls:
Optional mandatory viewing requirements with progress tracking across all video sources

Role-based Content Delivery:
Differentiated content based on learner roles and responsibilities

Custom Learning Paths: Dedicated employee learning and development tracks

View Demo
Course &
Template Management

Flexible Course Templating:
Create reusable course templates with customizable units and sub-units

One-Click Bulk Enrollment:
Single-action enrollment for entire departments, cohorts, or custom groups across multiple courses

Automated Enrollment Rules:
Set up automatic enrollment based on role changes, hire dates, or certification expiration dates

View Demo
Assessment
& Evaluation Tools

Auto-graded Assessments:
Multiple choice, true/false, and multiple-answer questions

Manual Grading Support:
Short answer questions and document submissions

Rubric-based Evaluation:
Structured assessment with hints and quiz reset capabilities

Multi-question Interface:
Streamlined assessment experience

View Demo
Skills
Assessment & Analytics

Comprehensive Skills Tracking:
Monitoring hundreds of distinct skills across the organization

Tiered Proficiency Calculation:
Automatically ranks team members into skill levels

Assessment Framework:
Employee self-evaluation framework to evaluate skills and compare to actual competency

Skills Growth Analytics:
Track individual and organizational skill development over time with year-on-year progress reports

Annual Skills Progression:
Year-on-year testing to track individual skill development and identifies training needs

Skills Gap Analysis:
Identifies discrepancies between perceived and actual competencies to guide targeted development

Expert Identification System:
Instantly identifies internal experts for specific skills and project needs

Self-Service Skills Management:
Employees update their own skills with optional supervisor validation

Supervisor Validation:
Optional supervisor scoring to triangulate skills assessment accuracy
View Demo
Compliance
& Certification Management

Self-Service Certification Management: Students can upload their own course completion certificates from external platforms

Critical Compliance Dashboard:
Real-time dashboard highlighting all outstanding compliance issues across the organization with visibility into mission-critical certifications

Automated Expiration Monitoring: Dashboard shows all certification statuses with automated email notifications for expiring credentials sent to students and management

Escalation Workflows:
Progressive reminder system that escalates from gentle reminders to urgent warnings based on proximity to deadlines

Risk Assessment Reporting:
Dashboard categorizes compliance risks by severity and business impact

View Demo
Management &
Analytics Dashboard

Manager Dashboards:
Real-time visibility into team progress and completion rates

Manager Override Capabilities:
Managers can view team compliance status and send targeted communications to specific employees

Learning Analytics:
Performance tracking by class, cohort, and individual learner

View Demo
Communication
& Support

Built-In Ticketing System:
Log issues, questions, and feature requests directly within the platform

Automated Notification System:
Email alerts for course deadlines, certification expirations, and system updates

Weekly Learner Reminders:
Automated learner notifications to prevent missed deadlines
Threaded Discussions:
Collaborative learning and knowledge sharing across distributed teams

Comment Features:
Contextual feedback and discussion capabilities throughout the learning experience

Get Started

Phase 1

1. System Assessment

Understand where you are today.
We evaluate your current tools, data, and workflows to identify gaps, redundancies, and opportunities.

2. Process Mapping

Visualize how work really gets done.
We map your existing processes end-to-end to reveal inefficiencies and define what good should look like.

3. Integration Planning

Connect the dots for seamless operations.
We design a roadmap for how your systems and data will work together—so everything speaks the same language.

process

Phase 2

1. Core Development

Build the foundation for long-term success.
We develop the core functionality based on your mapped processes and prioritized requirements.

2. Migration

Move your data with confidence.
We plan and execute a structured migration to ensure data integrity, minimal disruption, and full traceability.

3. Testing

Validate before you launch.
We rigorously test the system across real-world scenarios to catch issues early and ensure everything works as expected.

migrate

Phase 3

1. Deployment

Go live with confidence.
We roll out the solution in a controlled, structured way—ensuring a smooth transition from old to new.

2. Training & Documentation

Equip your team to hit the ground running.
We provide clear, role-specific training and documentation so users know exactly how to get the most from the system.

3. Support Setup

Ensure long-term success and stability.
We establish the right support channels, SLAs, and escalation paths to keep everything running smoothly post-launch.

deploy

Results that
Transformed the Business

Rapid Onboarding

of new team members as we scale our team

Continous Upskilling

in emerging technologies without recurring platform costs

Strategic Workforce Planning

based on comprehensive capability mapping

Agile Content Management

that keeps pace with rapidly changing client industries

Future-proof Architecture

built on Quickbase, making it easy to extend and customize as our company grows

System Optimization:
Continuous improvement based on usage patterns

Feature Enhancement:
Regular updates to meet evolving needs

Technical Support:
Laura Thomas delivers expert guidance, support and development

Scalable Design:
System grows with business needs

Integration Flexibility:
Can accommodate additional systems and processes

Performance Optimization:
Maintains speed as data volume increases

Data Entry Errors:
Eliminated through automated pipelines

System Centralization:
100% migration from shared spreadsheets

Real-time Dashboards:
Live KPI widgets and performance graphs

Load Tracking:
Instant visibility into loads run by period, driver, or job type

Filterable Reporting:
Drill-down capability for detailed analysis

Performance Monitoring:
Comprehensive operational oversight

Business Acquisition:
Client successfully acquired another company post-implementation

Scalability Achieved:
Operations can handle increased volume without proportional administrative burden

Resource Reallocation:
Staff freed from manual processes to focus on strategic growth

Expansion Confidence:
Systematic approach enables sustainable growth planning

Operational Efficiency:
Streamlined processes provide cost advantages

Response Speed:
Faster processing enables better customer service

Data-Driven Decisions:
Real-time insights support strategic planning

Scalable Infrastructure:
Technology foundation supports continued expansion