Training and certification tracker

Introduction

A manufacturer with four sites, 900 employees and 30 trainers runs about 700 training sessions a year: forklift, welding, first aid, electrical safety. Attendance is taken on paper and typed into a spreadsheet at the end of the week.

When a client or inspector asks for proof that a crew is certified, the office spends days collecting it. The tracker turns that into a five-minute job.

Paper sign-in sheets and surprise expiries

Trainers spend hours each week typing attendance from paper into Excel, and certificates are made by hand in Word.

Expiry dates sit in one big spreadsheet that nobody checks until a site manager or inspector asks. By then the certificate has often lapsed.

Booking rooms and trainers happens by email, so sessions clash and some teams go a year without the refresher they need.

What we would build

• Session calendar. Sessions, rooms and trainers in one calendar, with clashes blocked automatically.
• QR sign-in. Attendees scan a code on their phone, and the trainer confirms the list in one tap.
• Certificates on the spot. A certificate is created and emailed the moment a session is completed.
• Expiry map. A grid of teams and months shows where certification is dropping, weeks before it becomes a problem.

Technical decisions

• Employees from HR. People, teams and sites are imported from the HR system nightly, so the tracker is never out of date.
• Proof packs. Any team's full certificate history exports as one PDF for a client or inspector.
• Works on the shop floor. Screens are built for phones and tablets in gloves: big buttons, few fields.

What should change after launch

What this means for manufacturing, trades and construction

Training records are one of those jobs everyone knows matters and nobody has time for. If your teams need certificates to work, a tracker like this removes the paperwork and the risk at the same time.

Typical timeline: 6 to 10 weeks. Price: Business system, from $10,000.