6 Questions to Ask Your Tech Solutions Partner
for an EdTech Platform Upgrade

Modernizing an edtech platform isn’t simple. Legacy systems are full of valuable investments, but they’re not built for some of today’s needs like interactivity, accessibility, and data privacy. Replacing everything risks both budget and user experience, so most product leaders aim to keep what’s useful while adding the right new features.

A well-planned integration lets you do exactly that—make smart updates without tearing everything apart. It’s like upgrading a car: you wouldn’t replace the whole vehicle just for a better sound system. Keeping what’s familiar ensures stability for students and teachers and keeps you in good standing on compliance.

Ultimately, bringing in the right integration expert means you extend the platform’s life, stay scalable, and avoid the kind of major breakdowns that can happen with older tech. It’s about making sure your platform remains valuable and performs well over the next few years.

 

6 Crucial Questions to Ask from Your Tech Vendor

As a product leader in edtech, before you commit to a platform upgrade, you’ll want to make sure your vendor can answer a few key questions that directly address the big picture and the details:

1. What’s Your Plan to Minimize Downtime?

Does your tech vendor have an integration plan that minimizes downtime—ideally a phased approach or a parallel run? This allows the new system to roll out while the old one keeps running, so teachers and students won’t miss a beat.

2. What Measurable Value Can You Bring to the Table?

Modernization must lead to clear savings and improved performance. Look for vendors who can demonstrate how they’ll reduce maintenance costs, enable scalability, and keep your technology moving forward while justifying the investment. Detailed use cases or examples of how they can enhance the user experience for students, teachers, and administrators will make the value tangible.

3. What Are the Contingent or Hidden Risks Involved with This Integration, and What’s Your Plan to Mitigate Them?

A good vendor will assess technical debt, evaluate compliance risks, and help protect you against security issues such as data loss and cyber threats. Ask about hidden fees or additional costs that could arise during or after implementation. Having a complete view of all potential costs allows for better budget planning and ensures there are no financial surprises.

4. Can You Tailor the Integration to Our Specific Platform and Workflows?

Ensure the vendor can customize their platform to fit seamlessly with your LMS, SIS, and other systems. They should adapt to your data requirements, unique teaching environments, and regulatory needs.

5. Do You Have a Clear Idea of the Timeline and Resources We Need to Commit?

Ask for a clear timeline with milestones, testing phases, and defined roles for your team. Understanding the vendor’s expectations for internal involvement will help you plan and prevent workflow disruptions.

6. What Platform Differences Can I Expect After the Integration?

Post-integration, your system should feel faster, more reliable, and more scalable. Look for evidence that the platform can handle peak usage and support future growth without issues.

These questions establish a strong foundation for a modernized, efficient edtech platform.

Lastly, we’ve collaborated with many edtech companies, and over the past few years, we have seen an evolution in the types of capabilities clients request from us. However, the teams and product leaders we interact with most want to know:

 

“Will I be able to sell this to my CEO?”

Get Data on ROI

Ask the vendor to provide clear, measurable ROI metrics, including cost savings from reduced maintenance, speed improvements, and expected gains in user satisfaction. This gives your CEO concrete numbers tied to real benefits.

Understand Business Impact

Beyond technical specifications, have the vendor clarify how this upgrade supports broader business goals such as growth, scalability, or regulatory compliance. This will help demonstrate to leadership how the platform adds value across departments.

Timeline and Milestones

Having these readily available will help alleviate any executive concerns about lengthy implementation times or potential disruptions.

 

“Am I taking a career risk by choosing this edtech vendor?”

Look for a Proven Track Record

Check for case studies and references from similar large-scale projects. A vendor with experience managing high-stakes integrations in large organizations is less likely to encounter difficulties.

Evaluate Risk Mitigation Plans

Have the vendor outline their approach to risk management. Specifically, they should explain how they prevent data loss, downtime, and potential security issues, including backup plans if things go awry.

Understand Post-Launch Support

Strong post-integration support is essential. The vendor should outline Service Level Agreements (SLAs) for response times and support types (e.g., 24/7 support, issue escalation paths). This ensures you’re never left to manage issues alone, protecting both the project and your reputation. Inquire if the vendor provides resources for training users and supporting them during the transition, as this can significantly influence user adoption, especially in environments directly impacting educators and students.

You want new capabilities delivered quickly while maintaining control over how and when new features are introduced. This includes advanced AI offerings, not just seamless integration of Learning Management Systems (LMS) or Student Information Systems (SIS). While you consider the six core requirements when evaluating an edtech vendor for your business, be sure to look out for these aspects as well.