Human Resources Software

Track Training, Licenses, and Certifications in HR Software

Do your employees have to attend a particular amount of training each year? Do they need a special license to legally perform their job? Do they have certifications that make them more qualified to do their work compared with your business’ competitors? If you answered yes to any of those questions, you need an organized way to keep track of training, licenses, and certifications for your employees. You’ll need to keep the records in their personnel file, find a way to remember upcoming expiration dates of licenses and certifications, and pull a list of employees that need to have more training scheduled for them.

Documentation Contained in Personnel Records

HR software will allow you to keep a comprehensive personnel record for each employee that includes basic contact information, wage rates, benefits, time-off accruals for vacation and sick time, performance reviews, disciplinary warnings, on-the-job accidents, and custom information defined by your company, as well as training records. You’ll be able to document:  

• the title of the program
• the start date and end date of the class
• the total number of hours completed in that session
• the cost of the class
• miscellaneous notes with additional information about the class
• the agency that conducted the session, and
• the location where it took place

You can also print or email reports that show which employees have taken a particular class or a list of all the classes an employee has taken while they have worked for your company.

Remember License and Certification Expiration Dates

If you’re still using spreadsheets, desk calendars, or lots of Post-it notes to remember expiration dates, you’ve probably noticed that manual processes are time-consuming and prone to risks of forgetfulness and, consequently, lapsed licenses and certifications. In Staff Files an automatic reminder system will alert you in advance of the expiration dates, so you’ll have time to make sure the employee will get it renewed. When entering training records you can indicate the type as either Training or Certification. The Training records will remind you prior to the start date of the training class. The Certification records will remind you prior to the expiration date of the license or certificate.

You can also run a Reminders report in our HR software that lists all upcoming reminders, including expiration dates of licenses and certifications, so you can take care of them once for a whole month or can take care of the list before leaving on a vacation or leave of absence. You can also view a Training and Certification by Expiration report to show employees who have not yet attended a particular class or whose licenses have already expired.

Add Training and Certification Records in a Batch

If you’re sending 20 employees to the same training workshop, why enter that information separately in each employee’s personnel record? Use the Group Enrollment Tool to add the same training record to multiple records all at one time.

If you’re using manual methods of documenting training records or keeping track of expiration dates of licenses and certifications, then you know how time-consuming and difficult it can be. Try HR software to manage these records along with an employee’s entire personnel record.