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Start with the outcome you need
Security awareness training platforms commonly combine ready-to-use education, knowledge checks, language options, phishing or other social-engineering simulations, and analytics. The capabilities vary by product; Gartner’s category description is a useful baseline, not a complete inventory of current offerings. Gartner Peer Insights’ security awareness computer-based training category marks its feature section as updated in August 2021, so verify any capability that matters directly with vendors.
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Before comparing software, decide what the program must accomplish. A platform intended to document required training may need strong assignment controls and reliable completion records. A program focused on changing behavior may put more emphasis on relevant learning, realistic simulations, follow-up, and useful outcome reporting. Other organizations may be trying to improve onboarding or scale a program with limited staff time. These are different purchasing problems; a long feature list does not resolve which one applies to you.
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- Define the intended result: compliance evidence, risk reduction, behavior change, onboarding, or expansion of an existing program.
- Identify the audience: who needs training, whether groups have different roles or needs, and whether language or accessibility requirements apply.
- Describe the operating context: relevant systems, current learning infrastructure, security tools, staff capacity, and stakeholder involvement.
- State how you will judge progress: decide what records, assessment results, feedback, or reporting will help you evaluate the program.
This preparation prevents a demo from setting your requirements for you. Infosec’s buyer guide likewise recommends defining organizational challenges and taking account of program experience, available team time, and stakeholder support before choosing features. Infosec’s Security Awareness & Phishing Buyer’s Guide describes using a customizable vendor scorecard.
Be explicit about the size and variety of the audience, but do not treat headcount alone as the whole scope. Employees may have different roles, systems access, learning needs, or language requirements. Your goal is not necessarily to assign every person identical content; it is to establish who needs to be reached and what differences matter to the program. If your organization has limited program experience or staff time, prioritize a process the team can operate consistently rather than a large set of features that would be difficult to maintain.
Separate requirements from preferences
Turn the goals into two lists before contacting vendors. A requirement is something a platform must do to be viable—for example, support a required language, work with your existing learning management system, or produce records in a form your organization can use. A preference is useful but not a condition of purchase. Keep them separate so an attractive optional feature cannot compensate for a missing operational necessity.
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- Content: Which topics and formats are needed? How are new or revised materials handled, and how often are updates made?
- Access: Can employees use the experience in the languages and on the devices they need? What accessibility provisions can the vendor demonstrate?
- Assignment: Can administrators target training by role, group, or other relevant user segment? Can they create a learning path or targeted follow-up?
- Assessment: What knowledge checks are available, and what results can administrators review?
- Simulations: Which attack or social-engineering scenarios are supported? What campaign controls and response reports are available?
- Evidence: Can you obtain the completion records, assessment results, and feedback needed to evaluate and revise the program?
- Compatibility: Does the platform meet your email, security-tool, corporate LMS, or SCORM requirements?
- Administration: How much staff time and coordination will setup, assignments, campaigns, reporting, and ongoing maintenance require?
For every must-have, state how you will verify it. “Supports reporting” is too broad to evaluate consistently. Specify the report or record you need, who must be able to retrieve it, and what decision it will support. Similarly, if integration is mandatory, list the system and the workflow that must work rather than accepting a general compatibility claim.
Accessibility and localization should be treated as practical requirements, not a line item to check off based on a product page. Ask to see the learner experience in the relevant language and format, and consider how employees will access it on the devices they use. If your team needs self-directed learning, ask how learners find and complete it; if you need assigned learning, ask how administrators select an audience and track completion. These are distinct workflows, and the platform should be evaluated against the one your program actually uses.
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For content updates, establish what the vendor means by “current” and how your administrators will know when materials change. The buyer guide identifies updates as an evaluation area, but a generic claim does not specify cadence or process. Ask for the vendor’s explanation and record any commitment relevant to your program. The same approach applies to personalization: ask what criteria administrators can use to assign or tailor learning, rather than assuming the label means the same thing across products.
Compare vendors on common criteria
Use one scorecard for every candidate and record evidence, not just impressions from sales presentations. A vendor’s answer, a demonstrated workflow, and a written commitment are not interchangeable; note which one supports each score. Infosec’s buyer guide describes a customizable scorecard approach, while the criteria below combine the capabilities and organizational constraints identified in the buyer guides and CISA’s program-evaluation guidance.
| Evaluation axis | What to establish | Evidence to record |
|---|---|---|
| Program goals and fit | Whether the platform supports your primary outcome and the users or risks in scope. | Mapped requirements, identified gaps, and the specific workflow shown. |
| Content and accessibility | Topic breadth, formats, languages, accessibility, mobile access, and update cadence relevant to your workforce. | Examples of assigned materials, available language and format choices, and the vendor’s explanation of updates. |
| Personalization and learning | Role or group assignment, learning paths, knowledge checks, and targeted follow-up. | A demonstration using a representative group and the resulting learner or administrator view. |
| Simulation and reporting | Supported attack types, campaign controls, reporting workflow, and the outcomes you need to monitor. | A campaign setup and report tied to the scenario and measures you specified. |
| Evidence and improvement | Access to completion records, assessment results, and feedback for program review. | Sample records or reports and an explanation of how an administrator retrieves them. |
| Integrations and delivery | Required connections to email clients, security tools, a corporate LMS, or SCORM-based processes. | Confirmation of the exact systems and workflows you require, including any conditions or limitations. |
| Administration and resources | Setup effort, staff capacity, stakeholder involvement, and the work of maintaining the program. | Tasks required of your team, roles needed, and the routine administration shown in the demo. |
Choose a rating scale your team can apply consistently, and define it before scoring. For example, a simple internal scale can distinguish a demonstrated match, a partial match, an unverified claim, and a gap. These are buyer-defined labels, not an industry standard. Give each criterion an agreed importance based on your requirements; the evidence does not support a universal weighting system that works for every organization.
To make the scorecard useful, have the relevant stakeholders agree on what each requirement means before vendor meetings. A security lead may care most about simulation and outcome reporting, while an IT or learning administrator may need to know whether assignments and records fit existing systems. Procurement and compliance stakeholders may need different evidence to assess contract or documentation requirements. The scorecard should bring those needs into one comparison, not erase their differences. If a criterion is not relevant to your organization, mark it as such rather than awarding every product an arbitrary score.
Keep evidence notes beside the scores. If one vendor receives a high rating because a function was demonstrated while another receives the same rating based on a verbal assurance, that difference matters. Mark unresolved points as open questions rather than silently treating them as satisfied. A simple evidence record can capture the requirement, the question asked, what was demonstrated or documented, any limitation, and who needs to resolve the open point.
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- Document your context. Write down program goals, users, risk environment, systems, constraints, and current program maturity. Include staff time and stakeholder support, since these affect which capabilities are practical to maintain.
- Mark must-haves. Separate non-negotiable language, accessibility, LMS, email, reporting, and integration needs from preferences. Define what evidence will count as proof for each one.
- Apply the same scorecard. Give every candidate the same criteria and record the basis for each rating. Avoid changing the rubric midway because a particular product has an appealing feature.
- Give finalists realistic scenarios. Ask each to assign training to a defined group, run and report a relevant simulation, and produce the records you need for program review. These scenarios test the combined learning, administration, simulation, and evidence workflows rather than isolated feature claims.
- Compare against the original goals. Review gaps, evidence quality, and operational effort alongside feature fit. If a must-have is unverified, keep it unresolved until the vendor provides adequate confirmation.
- Plan for evaluation after purchase. Decide how you will collect feedback and review outcomes, then use those findings to improve the program. CISA’s guide explicitly calls for program evaluation and continuous improvement.
Make demonstrations specific enough that the same task can be compared across finalists. For a group-assignment scenario, choose a representative audience and ask the vendor to show how an administrator selects it, assigns a learning activity, and checks the resulting status. For a simulation scenario, name an attack or social-engineering situation relevant to your organization, then ask how it is configured and what the response report contains. For an evidence scenario, request the records you will need for your review and see how an administrator retrieves them.
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Record where the demonstration stops. A product may support a capability only with a particular configuration or integration, or the displayed workflow may not answer every operational question. Do not assume the same feature name means the same level of control or reporting across platforms. A focused demo is not just a chance to see a polished interface; it is a way to test whether your team can complete the tasks needed to deliver and evaluate the program.
After the demos, hold a short scoring review while evidence is fresh. Separate a true product gap from an unanswered question, and assign an owner to each open item. Revisit the original goals before choosing a winner: a platform with more features is not automatically a better fit if those features do not address the defined outcome or create work your team cannot sustain.
Use vendor listings as a starting point, not a verdict
Gartner Peer Insights lists products in the category, including KnowBe4 Security Awareness Training, Proofpoint ZenGuide, Infosec IQ, Hoxhunt, and NINJIO. Its descriptions cite examples such as automated simulations, risk-based or individualized training, reporting, and micro-learning. The listing can help identify candidates to investigate, but it is not an independent comparative test and does not establish which platform is best for your organization. Read the category descriptions as vendor landscape information, then validate each capability against your requirements.
Do not infer equivalent performance from similar category labels. Terms such as “personalized,” “risk-based,” or “analytics” are not enough to establish what an administrator can configure or what evidence your team can retrieve. Ask the same follow-up questions of every finalist and record the answer at the level of the workflow you need.
Use listings to build a shortlist that is broad enough to include plausible options, not to skip evaluation. The products named above are examples of category offerings, not recommendations or a complete market inventory. Gartner’s descriptions provide examples of varying feature sets; they do not show how well each product will meet your particular language, learning, reporting, or integration requirements. A shortlist should therefore reflect your must-haves, and every candidate should face the same scorecard and demonstration tasks.
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The category-level sources do not establish current prices, contract terms, security attestations, geographic data handling, or independently measured outcomes for individual vendors. These points require vendor-specific verification; do not treat a feature listing as proof of them.
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For each finalist, ask for the current details that affect your organization’s approval process: subscription scope and renewal terms, what user or usage basis applies, which security documentation is available, where relevant data is handled, and what outcomes the vendor can substantiate. Confirm whether quoted capabilities depend on a particular edition, configuration, or integration. Put requirements that matter to the decision into the appropriate written agreement or procurement record rather than relying on an unrecorded demo statement.
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Keep these checks distinct from the product scorecard. A strong content and simulation fit does not, by itself, answer questions about contract suitability, data handling, or security assurance. Likewise, a favorable answer on those matters does not show that the platform’s learning and reporting workflows fit your program.
No comparable price figures or contract terms are established for the named platforms here, so do not infer that one is less expensive or that a quoted package includes the functions you need. Ask each finalist for a current proposal that makes the subscription scope and relevant conditions clear. If a capability is central to the decision, confirm whether it is included in the proposed edition and whether setup or integration requirements apply. Your procurement team can then compare offers on the same basis, without treating a headline price or product description as a complete cost picture.
Similarly, ask what security documentation is available and what the vendor can substantiate about data location and handling. The right verification will depend on your organization’s own approval requirements. A vendor listing or software demonstration does not establish those details, and the category information does not provide a basis for assuming that all platforms meet the same assurance or geographic needs.
Make the decision defensible
A defensible choice is the platform that best meets your stated requirements with evidence your team can verify and an operating model it can sustain. Preserve the goals, must-haves, scorecard, demonstration notes, unresolved questions, and rationale for the decision. This makes it easier to explain why a platform was selected, to detect requirements that were never validated, and to revisit the choice if the program or organization changes.
After implementation, use the same measures and feedback process that informed the purchase. Review whether the platform is reaching the intended users, whether administrators can obtain the records they need, and whether the learning and simulation activities remain appropriate to the organization’s risk context. CISA’s guide supports evaluating the program and using feedback for continuous improvement; those activities should be part of the operating plan, not an afterthought once a vendor has been selected.
Finally, treat the selection as a documented decision, not a permanent endorsement of a product. Keep track of assumptions, unresolved issues, and the criteria that mattered most. If the workforce, systems, program goals, or available resources change, revisit whether the platform still fits and whether the training approach needs adjustment.
Frequently Asked Questions
What features should I look for in security awareness training software?
Start with the capabilities your program actually needs. Common category features include ready-to-use education, knowledge checks, language options, phishing or other social-engineering simulations, and analytics. Buyer guides also identify topic breadth, engagement, accessibility, self-directed learning, personalization, assessment, realistic simulations, reporting, updates, and integrations as evaluation areas. Verify specific workflows with each vendor because offerings vary.
How do I compare security awareness training platforms fairly?
Define goals and must-haves first, then use the same scorecard, questions, and demo scenarios for every candidate. Record whether each score is supported by a demonstration, documentation, or an unverified claim. Set criterion importance based on your organization’s needs; there is no universal weighting supported for every buyer.
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What should I ask vendors to demonstrate?
Ask each finalist to assign training to a defined group, run and report a relevant simulation, and produce the completion or assessment records you need for program review. Specify the workflow and evidence you expect, and note any setup, integration, or configuration conditions.
Is there a best security awareness training platform?
The category listings identify products such as KnowBe4 Security Awareness Training, Proofpoint ZenGuide, Infosec IQ, Hoxhunt, and NINJIO, but they do not establish a universal best choice. Select based on your goals, workforce, systems, evidence requirements, and the workflows vendors can verify.
How much does security awareness training software cost?
The category-level sources do not establish current prices or contract terms for individual vendors. Ask finalists for current proposals that specify subscription scope, the applicable user or usage basis, renewal terms, and whether required capabilities depend on an edition, configuration, or integration.
What should I verify beyond features?
Check current contract and subscription terms, available security documentation, geographic data handling, and any outcomes a vendor claims it can substantiate. These details require vendor-specific confirmation; product listings and demonstrations do not establish them.
How can I tell whether the program is working?
Set the records and measures you need before choosing a platform, such as completion records, assessment results, simulation reporting, and participant feedback. CISA’s FY 2024 FISMA Metrics Evaluation Guide calls for evaluating the program and using feedback for continuous improvement. Use those findings to review and revise the program.
The Bottom Line
Choose against your organization’s goals, risk context, workforce, systems, and capacity. Use a consistent scorecard, make finalists demonstrate the same real workflows, and verify commercial and operational details separately. The best fit is the platform your team can evidence, operate, and improve—not simply the one with the longest feature list.
Quick Recap
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