Every business today faces a stark reality: even the best technology can be undermined by human mistakes. Studies consistently show that human error plays a role in the majority of cyber incidents, with some reports attributing 74% of breaches to a human element and others putting that number as high as 95%. This makes security awareness training more than just a nice-to-have; it’s a critical defense. A single phishing email or careless click can bypass millions of dollars of security infrastructure. In fact, the average data breach now costs organizations about $4.45 million on average, a figure that underscores how costly cyber incidents have become. Human vulnerabilities are often the open door that attackers exploit, which is why building a “human firewall” through education is essential.
For enterprise leaders, investing in a security awareness training vendor is an investment in reducing risk. Effective training can dramatically lower incident rates, many companies see up to a 40% decrease in employees clicking harmful links after implementing robust awareness programs. Beyond preventing breaches, such programs help foster a security-conscious culture and ensure compliance with regulations. They can also save money in the long run by avoiding downtime, regulatory fines, and damage to reputation. With cyber threats growing in sophistication and frequency, security awareness training has evolved into a mandatory component of organizational risk management and regulatory compliance in numerous industries.
However, not all security awareness vendors are created equal. The market is crowded with providers offering different approaches, content quality, and support levels. Choosing the wrong partner could lead to a checkbox program that wastes time and fails to change behaviors. On the other hand, the right vendor will engage your employees, reduce real-world incidents, and provide measurable improvements in your security posture. So, how do you evaluate which vendor is the best fit for your organization’s needs?
The key is to ask the right questions before you sign on with any security awareness training provider. Below, we’ve compiled ten essential questions business owners should pose when vetting a security awareness vendor. These questions are designed to uncover how each vendor’s program addresses the human element of cybersecurity, from the content they cover and how they deliver it, to the support and evidence of effectiveness they provide. Armed with these questions, you’ll be better prepared to invest wisely in a solution that truly strengthens your “human firewall” against cyber threats.
The first thing to evaluate is the breadth and relevance of the vendor’s training content. A quality security awareness program should address the most important threat scenarios that employees face. Make sure the vendor covers fundamentals like phishing avoidance, strong password practices, email and browser security, social engineering tactics, safe remote working, and data protection. For instance, phishing remains one of the most pervasive threats to organizations, so any vendor should have comprehensive modules on recognizing phishing emails, SMS (“smishing”), and voice phishing (“vishing”). The content should also extend to emerging risks (like social media scams or CEO fraud) and common human error pitfalls (such as improper data sharing or using unsecured Wi-Fi).
Equally important, the training material must be kept current with evolving cyber threats. Threats change rapidly, new phishing lures, malware variants, and attack techniques arise all the time. Ask vendors how often they update their content. Do they refresh modules quarterly or add new lessons when major threats emerge? Leading providers will update training regularly (for example, adding content about the latest ransomware scams or social engineering trends) so that employees are learning using the latest intel. According to industry best practices, content that is relevant and regularly updated is one of the key components of an effective security awareness program. Stale or generic training from five years ago won’t prepare your staff for today’s sophisticated attacks.
Finally, ensure the content aligns with any compliance requirements or standards relevant to your business sector. If you operate in a regulated industry (finance, healthcare, etc.), verify that the vendor’s curriculum includes topics needed for frameworks like PCI-DSS, HIPAA, GDPR, or other data protection laws. Comprehensive training content that covers both general cybersecurity hygiene and industry-specific risks will not only educate employees but also demonstrate your organization’s due diligence in protecting data. In summary, look for a vendor whose content is comprehensive, up-to-date, and tuned to your risk environment, so your team isn’t learning yesterday’s threats while attackers are exploiting today’s.
One common mistake is assuming that security training has to be a dull, checkbox exercise. In reality, engagement is critical, employees learn and retain information much better when the training is interactive and even enjoyable. When evaluating a security awareness vendor, ask about the delivery methods they use to keep trainees interested. Do they rely solely on long PowerPoint-style lectures, or do they incorporate multimedia and interactive learning? The best programs use a variety of engaging formats, such as:
These techniques aren’t just gimmicks, they have proven benefits. Over half of security professionals (59%) say that more interactive training (videos, games, simulations, etc.) would make their awareness programs more effective. The reason is simple: employees are more likely to pay attention and absorb lessons when the material is engaging. Gamification, for instance, can transform training from a mandatory chore into a fun competition, with leaderboards or rewards for those who improve their security behaviors. Vendors like Hoxhunt and others have found success using gamified phishing challenges, where employees actually look forward to spotting phishes and climbing a leaderboard rather than dreading training.
As you consider vendors, ask for demos or examples of their training content. Watch a sample video or take a sample quiz if possible. Is the content visually appealing and interactive? Does it avoid jargon and speak in clear, relatable language? Also, consider the length and format of modules, best practices suggest using short, bite-sized lessons (often called microlearning) that employees can complete in 5-15 minutes, rather than hour-long sessions that might induce “security fatigue.” The goal is an approach that keeps people engaged throughout and reinforces lessons over time. Engaging training leads to better retention and changes in behavior, which is ultimately what you need to reduce human risk in cybersecurity.
Since phishing is the predominant vector for cyberattacks, an effective security awareness vendor should provide robust phishing simulation tools as part of their offering. Phishing simulations involve sending realistic fake phishing emails to employees to test their vigilance and provide on-the-spot learning. When evaluating a vendor, ask detailed questions about their phishing simulation capabilities: How extensive is their library of phishing templates? A good vendor will have a wide variety of email templates that mimic common scams, from fake business invoices and LinkedIn invites to highly targeted spear-phishing attempts. The templates should cover different attack vectors (email phishing, and possibly smishing texts or voice phishing calls) and difficulty levels. Some advanced solutions even let you simulate business email compromise (BEC) by making phishing emails appear to come from within your company (e.g. the CEO or HR), to test if employees recognize internal spoofing.
Reporting and real-time feedback are also key. Find out what happens when an employee clicks a simulated phishing email: Does the platform immediately alert them that it was a test and show tips on what they missed? The best vendors offer on-the-spot training for users who fall for a simulation, for example, showing a brief remedial video right after a failed phish test to turn the mistake into a learning moment. Also, consider how granular the simulation customization is. Can you schedule campaigns and target specific departments or roles with relevant phishing scenarios? Can the difficulty increase over time for users who keep acing the tests? A mature phishing simulation program will adapt and get more sophisticated as employees improve, ensuring continuous growth.
It’s worth asking if the vendor keeps their phishing scenarios up-to-date as well. Attackers constantly craft new lures (COVID-19 scams one month, cryptocurrency scams the next). Vendors should be updating their template library frequently to reflect current real-world phishing themes. Some providers even use AI-driven or automated simulation campaigns that send the latest trending phishing attacks to your users. Finally, inquire about the metrics and reports around phishing simulations (which overlaps with reporting in Question 5). You’ll want to see statistics like click-through rates, reporting rates, repeat offenders, etc., to track improvement. A strong phishing simulation component is a sign of a vendor that truly understands how to reinforce awareness training with practical, hands-on testing. It also signals that your employees will get to practice their skills in a safe environment, so they’re less likely to be tricked when a real phishing email hits their inbox.
A security awareness program shouldn’t create headaches for the people managing it or for the employees taking the training. Ease of use is an important factor when choosing a vendor’s platform. For administrators (often IT or HR staff), consider how easy it is to enroll users, assign training, and track progress. Does the vendor offer an intuitive dashboard for managing the program? Automation can be a huge help, for instance, the ability to schedule training emails, automate reminders to those who haven’t completed modules, or integrate with your HR system to automatically add new hires to the training roster. Efficient admin features can significantly reduce the time required to maintain the program. If your IT or security team is small, a platform that “runs itself” with minimal manual effort will be a better fit than one that requires constant hands-on management. Some vendors even allow automated phishing campaigns and auto-enrollment of users into remedial training after failures, which can streamline the process. Be sure to ask the vendor for a walkthrough of the admin interface to judge its user-friendliness.
From the employee perspective, the training needs to be accessible and convenient. Find out if the training modules can be accessed on multiple devices, including phones and tablets. In today’s mobile workforce, employees appreciate the flexibility to complete a short training on their smartphone or to catch up from home if needed. A responsive, mobile-friendly training platform is a big plus. Also, ask about language support and localization, if you have a diverse or global team, the platform should ideally support training content in multiple languages (some top vendors provide training in dozens of languages to accommodate global companies). Another aspect of usability is how well the platform caters to users with different technical skill levels. The interface should be clean and straightforward, and the modules should not assume deep prior knowledge.
Additionally, look at whether the platform provides an engaging learner experience, such as a clear indication of progress (e.g. progress bars, certificates for completion) and possibly a portal where employees can see their completed courses or upcoming lessons. A platform that encourages participation, through reminders, gamified elements, or even a bit of friendly competition, can improve overall adoption of the training program. Remember, if the training is too cumbersome to access or the interface is confusing, employees may disengage, and your objectives won’t be met. In short, choose a vendor that offers a polished, user-friendly platform that makes life easier for your administrators and provides a positive learning experience for your staff. This will ensure higher completion rates and a smoother running program.
One of the main advantages of using a dedicated security awareness vendor is the ability to track and measure your program’s impact. Simply putting employees through training isn’t enough, you need to know if it’s actually reducing risk. When talking to vendors, ask in depth about their reporting and analytics features. At a minimum, the solution should provide administrators with data on who has completed training, who is overdue, and scores on quizzes or assessments. But the better vendors go well beyond basic completion rates. Look for metrics that demonstrate behavior change and risk reduction, such as:
Ask the vendor to show you sample dashboard views or report exports. The interface should allow you to slice data in useful ways, by department, by location, by training topic, etc. For instance, you might want to see if the finance team has higher phishing click rates than the engineering team, or if certain offices are lagging in training completion. Granular analytics like this can help you tailor additional interventions or recognize where more focus is needed.
Another important question: can the vendor’s platform demonstrate ROI or risk reduction in business terms? Some advanced tools translate the training results into potential incidents prevented or dollars saved. For example, fewer clicks on phishing emails correlate to fewer potential breaches; a vendor might estimate how much their training lowered your breach probability. While such estimates are not exact, they help communicate the value of the program to executives. In fact, organizations that effectively measure their awareness program often see clear trends of risk reduction, for instance, companies using continuous training observed up to 40% fewer successful phishing incidents as noted earlier.
Finally, check if the reporting can be automated or exported easily. Can you schedule a monthly report to be emailed to you? Can data be exported to Excel or a business intelligence tool if you have one? Some vendors also offer APIs or integration with LMS (Learning Management Systems) or security dashboards, which can be a bonus if you have those systems. In summary, robust reporting is crucial for accountability. The best vendors will provide transparent, insightful analytics that let you see the impact of training and continuously improve your security awareness strategy. If a vendor’s answer to reporting questions is vague or if their platform has only bare-bones stats, consider that a red flag for your evaluation.
Every organization is different, what works for a tech startup might not suit a bank or a hospital. That’s why customization is a key question to ask a potential security awareness vendor. You’ll want to know how much the training content and program can be tailored to fit your specific context. Start with industry relevance: Does the vendor offer content specific to your industry? For instance, a healthcare company faces different threats (like HIPAA data breaches, phishing targeting patient data) than a retail company. The scenarios and examples in the training should resonate with your employees’ day-to-day work. Leading vendors will often have modules or case studies geared toward various sectors, such as finance, healthcare, education, government, etc., or at least allow you to easily insert your own industry-specific examples.
Consider also your company’s internal policies and culture. Can the training incorporate your internal security policies (like your Acceptable Use Policy or incident reporting procedures)? Some vendors allow you to upload custom content or messages, or to brand the training portal with your company logo and colors for a familiar feel. If you have particular areas of concern (say, safe use of social media for a PR firm, or confidentiality for a law office), check if the vendor can include or emphasize those topics. Role-based customization is another powerful feature: this means providing different training content to different groups of employees based on their roles or risk profile. For example, your IT administrators or developers might receive extra modules on advanced topics, while general staff get the core modules. Or executives might get a special briefing on targeted spear-phishing. Ask if the vendor supports delivering tailored learning paths so that training is not one-size-fits-all. Tailoring can significantly increase relevance, people pay more attention when the examples reflect their actual job scenarios.
Language and cultural customization is also important if you operate in multiple regions. As noted earlier, some vendors support dozens of languages for their content. If you have a multilingual workforce, ensure the training is available (and well-translated) in those languages so employees grasp the lessons fully. Moreover, ask if you can customize the schedule and frequency of training. Perhaps you want to roll out training quarterly, or do a big yearly refresher with monthly micro trainings in between, can the platform accommodate that plan? Flexibility here will let you design a program that fits into your business calendar and minimizes disruption.
In short, the vendor should be willing and able to adapt to your needs, not force you into a rigid program that might not cover all your risks. As one resource puts it, the training program should be adaptable to your organization’s unique needs, industry, and even employee demographics. During your evaluation, discuss specific customizations you might need and gauge the vendor’s responsiveness. A provider with a highly customizable platform will help ensure the training truly resonates with your team, which means it’s more likely to influence their behavior and improve your security outcomes.
If you’re a growing business or an enterprise with thousands of users, scalability and integration are crucial considerations. You should ask vendors how their solution will handle changes in your organization’s size and whether it can plug into your current IT ecosystem. On scalability: find out if the pricing and platform can smoothly accommodate adding more users or locations over time. Some vendors charge per user, so you’ll want to know the cost implications of growth. More importantly, a scalable platform can easily manage training for a large number of employees without performance issues. Check if the vendor has other clients of similar size to yours, their experience serving a large enterprise (or conversely, a small business) will indicate if they can meet your needs. If you plan to extend training to contractors or partners, ask if the platform allows adding external users as well. A well-designed program should scale from a few dozen to tens of thousands of users with minimal fuss.
Integration capabilities are another key area to probe. Ideally, your security awareness training should not exist in a silo. Many organizations prefer to integrate training with their existing Learning Management System (LMS) so that all employee training (including security) is tracked in one place. Ask if the vendor supports standards like SCORM or API integration to embed modules into your LMS. Additionally, consider integrating with your directory and email systems: Does the vendor support single sign-on (SSO) using your company’s identity provider (so that employees don’t need separate logins)? Can it sync with Active Directory or HR systems to auto-provision and de-provision users as people join or leave the company? These integrations can save a lot of manual effort.
Another useful integration is with your email system or security tools, for example, some awareness platforms add a “Report Phishing” button into Outlook or Gmail, which routes user-reported suspicious emails to your security team. This bridges the gap between training and real-world incident response, reinforcing a reporting culture. Also, if you use endpoint management or other IT systems, it’s worth asking if the vendor’s data (like who clicked a phishing test) can feed into those, perhaps via an API. While not every organization needs deep integration, having the option ensures the training program can become a seamless part of your overall security infrastructure.
Scalability and integration often go hand-in-hand with vendor support for enterprise features: things like role-based access control (so regional managers can view their team’s progress only), support for multiple domains, or cloud vs. on-premises deployment options. If you’re an enterprise, verify these kinds of features are present. As one guide suggests, you should opt for vendors that can “accommodate your expanding workforce and integrate with your existing IT infrastructure and security tools.” This will future-proof your investment. In summary, choose a solution that can grow with you and easily fit into your current workflows, so that the security awareness program remains effective and manageable as your business evolves.
Security awareness is not a one-time project, it’s an ongoing effort. Thus, when choosing a vendor, ask about their commitment to continual content updates and support services after the initial rollout. Cyber threats evolve rapidly, so the vendor should ideally provide new materials, modules, or alerts throughout the year to keep your training fresh. For example, if a major new phishing campaign or cyber scam emerges, does the vendor issue a quick update or advisory that you can pass on to employees? Many top vendors update their content libraries regularly (monthly or quarterly) with new topics, revised lessons, or seasonal threat warnings (like tax-season phishing scams). It’s worth asking, “How do you ensure the training stays relevant over time?” and seeing if they have a clear process for content maintenance. Some vendors even use threat intelligence feeds to inform their content updates, ensuring that the latest attack techniques are reflected in the training scenarios.
Beyond content, ongoing vendor support can make a big difference in the success of your program. Enquire about the level of customer support and guidance they provide. Will you have a dedicated account manager or customer success contact who can help optimize your training plan? Do they assist with initial rollout and user onboarding? A good vendor will not just sell you the software, but also partner with you to drive engagement, for example, by providing communication templates to announce the program to employees, tips for improving participation, or even helping you interpret the reports and suggest improvements. Some may offer webinars, best practice guides, or community forums where you can learn from other customers’ experiences.
Also, clarify what technical support looks like: Is it 24/7 support in case something goes wrong (important if you have users in multiple time zones)? What is their SLA for resolving issues? Particularly if the training is delivered globally or remotely, you want assurance that the platform is reliable and help is available when needed. Another aspect of support is content customization or special requests, for instance, if you need a new module on a niche topic, does the vendor take feedback or even develop custom content for an extra fee? This ties back to how flexible and responsive they are post-sale.
Finally, ask how the vendor plans to help you sustain and grow the program’s impact year after year. Do they provide any periodic program reviews or success metrics meetings? Some vendors will meet with you quarterly or annually to review progress and plan next steps (like suggesting more advanced training in year two, or targeting departments that need additional focus). This kind of strategic support can be invaluable for continuous improvement. In essence, look for a vendor that offers more than just a product, they should offer a service and partnership. Ongoing content updates and strong support will ensure your security awareness initiative doesn’t stall out after the first wave of training, but instead remains dynamic and effective against new threats over the long haul.
In many industries and jurisdictions, providing regular security awareness training isn’t just good practice, it’s a legal or regulatory requirement. For example, frameworks like PCI DSS, SOX, HIPAA, GDPR, NIST, and ISO 27001 all have components that expect organizations to educate employees about security and document those efforts. As a result, you should confirm that any vendor you consider can support your compliance obligations. Ask the vendor: “Does your program align with the regulations or standards we follow, and can it provide evidence of compliance?”
On the content side, verify that the vendor’s library includes any specialized compliance topics you need. If you’re in healthcare, are there modules on patient data privacy or HIPAA rules? If in finance, do they cover safeguarding financial information or insider trading policies? Some sectors require annual specific trainings (for instance, GDPR awareness in the EU, or CCPA for handling personal data in California), ensure these can be delivered through the platform. The vendor’s materials should reinforce the policies and legal responsibilities your employees must adhere to, which not only reduces risk but also checks the box for auditors.
Equally important is the documentation and tracking for compliance purposes. Regulators may require proof that all employees have completed certain training. The vendor’s reporting system should be able to produce completion certificates or logs that show who took which course and when. During an audit or after a security incident, being able to demonstrate that you had an active security training program can be invaluable. A strong vendor solution will make it easy to pull these reports, and some even allow you to automate reminders to meet annual training deadlines. According to one industry report, having a security awareness program can help keep you compliant with a variety of changing data regulations and avoid hefty fines for non-compliance. This underscores how the right vendor can serve as a safeguard not just against attacks, but against regulatory penalties too.
It’s also worth asking if the vendor has any certifications or affiliations that speak to their credibility in compliance. For example, are they an authorized training provider for certain standards or do they follow ISO 27001 themselves for their platform security? While not mandatory, these can provide peace of mind that the vendor takes security seriously in their own operations. Lastly, inquire how the vendor keeps up with new laws, if a new data protection regulation comes out, will they update their content accordingly? Compliance requirements are a moving target, so your training program must keep pace. By choosing a vendor attuned to compliance needs, you’ll ensure that your investment not only educates your workforce but also satisfies the expectations of regulators, industry standards, and clients who may inquire about your security training practices.
Before making any investment, it’s wise to check the credentials and reputation of the vendor. In the realm of security awareness training, a provider’s track record can tell you a lot about what to expect. Start by asking how long they’ve been in business and how many organizations they have served. Vendors with a solid history in the field are more likely to have refined their content and platform based on feedback and to have survived the test of competition. You can also inquire if they have clients similar to your company (in size or industry), this can be a confidence booster if, say, several Fortune 500 firms or well-known companies use their training solution.
One of the best ways to gauge reputation is to seek out customer reviews and case studies. Don’t just rely on the marketing brochure. Ask the vendor if they have case studies demonstrating results (for example, a case study where a client reduced phishing click rates significantly after using the training). A real-world example: Koton, a global retail company, reported improving its employees’ phishing email recognition by 99% within one year of implementing a comprehensive security awareness program. Success stories like that indicate the program can truly change behavior. Additionally, check independent reviews on platforms like Gartner Peer Insights, G2 Crowd, or TrustRadius, where possible. In one analysis of thousands of user reviews, it became clear that user satisfaction and actual outcomes can differ from marketing claims, so doing this homework is vital. If a vendor is consistently top-rated by customers, that’s a good sign. Conversely, if you find complaints about poor support or ineffective content, take those red flags seriously.
Don’t hesitate to ask the vendor for references, a reputable vendor should have reference clients you can talk to. Speaking with a peer at another company who has used the service can provide candid insights on strengths and any challenges. You may ask references questions like: How was the onboarding experience? Has the training made a measurable difference? How responsive is the vendor to support issues or content update requests? Their experiences will often mirror what yours would be.
Another aspect of track record is whether the vendor has earned any industry recognition or certifications. Are they recognized as a leader in any cybersecurity awards or reports? For instance, some vendors might be noted in analyst reports for security awareness (like Gartner Magic Quadrant or Forrester Wave, if applicable). While awards aren’t everything, they can reinforce that the vendor is considered among the best by experts. Finally, trust your intuition during interactions: How a vendor conducts the sales and demo process can reflect their overall ethos. If they are attentive to your questions, transparent about capabilities, and not overly pushy, it suggests a professional culture that will likely extend into account management post-sale. Investing in a security awareness vendor is a long-term partnership, so you want a partner with a strong reputation for delivering value and treating customers right.
Selecting a security awareness training vendor is a significant decision that can influence your organization’s security culture and risk profile for years to come. By asking the ten questions above, you arm yourself with the insights needed to separate substance from hype. A vendor that provides comprehensive, up-to-date content, engages your employees, and supports your program with solid technology and analytics will help turn your workforce into a powerful line of defense. On the other hand, skipping due diligence could lead to a program that looks good on paper but fails to actually reduce human risk, leaving your organization exposed despite the investment.
Remember that the goal isn’t just to purchase a training package, but to foster a sustainable security awareness mindset across your enterprise. The right vendor should function as a partner in this goal, offering continuous updates, support, and improvements as the threat landscape evolves. When employees start recognizing phishing attempts, reporting suspicious emails, using strong passwords, and generally staying vigilant, you’ll see the payoff in fewer security incidents and maybe even lower insurance premiums or audit findings. In the long run, a strong security awareness program can save your company from costly breaches and empower your people to be the first line of defense.
Ultimately, investing in security awareness is investing in your people, turning them from potential targets or liabilities into proactive defenders of the organization. By thoroughly vetting vendors with the questions we’ve outlined, HR leaders and business decision-makers can ensure they choose a solution that fits their unique needs and delivers real results. With management support and the right training partner, you can cultivate a culture where security is everyone’s responsibility. That cultural shift, combined with practical knowledge, is what truly hardens your human firewall. Make the investment wisely, and it will pay dividends in resilience, compliance, and peace of mind for your organization.
A strong program should include phishing prevention, password security, email and browser safety, social engineering tactics, safe remote work practices, and data protection. It should also address emerging risks like CEO fraud and social media scams, tailored to your industry’s needs.
Employees retain more information when training is interactive and engaging. Using gamification, videos, simulations, and microlearning modules keeps participants interested, improves retention, and leads to measurable behavioral change.
Phishing simulations test employees in realistic scenarios, helping them recognize threats. Immediate feedback after a simulated attack turns mistakes into learning moments, reducing the likelihood of falling for real phishing attempts.
Yes. Many industries require documented security training for compliance with standards like HIPAA, PCI DSS, and GDPR. A quality vendor will provide relevant modules and reporting tools to meet these requirements.
Look for years of experience, positive customer reviews, relevant case studies, and recognition in industry reports. Speaking with reference clients can provide valuable insights into the vendor’s effectiveness and support quality.
