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Employee training record: how to keep it in order, with a template

Team Kamzan

  • Formatika
  • Formazione

An employee training record is the list of courses each employee has taken, with dates, hours, certificates and expiry dates. Keeping it in order means you can instantly find who did what and notice in time what needs renewing. One row per course, always filled in the same way, is all it takes.

What to put in the record

  • Employee: first and last name, always written the same way.
  • Course: a single name for the same course.
  • Provider: who organised the training.
  • Format: classroom, webinar, e-learning or blended.
  • Date and hours: when it took place and how long it lasted.
  • Certificate: whether it was received, and where it is kept.
  • Expiry date: when it must be renewed, if applicable.

How to organise it

  1. Choose one place: one file or one tool, not one per department.
  2. Use fixed names: “First aid” must not become “FA course” on the next row.
  3. Record it straight away: after each course, not at the end of the year.
  4. Keep certificates in a single folder, named after the course.
  5. Decide who updates the record and who checks it.

How to track expiry dates

An expiry date is only useful if someone looks at it in time. Set a warning period, for example 60 days, and check the record every month. In our template, the status turns into Valid, Expiring or Expired by itself.

Which courses are required and how often they must be renewed depends on your industry and on your role in the company: so ask whoever handles safety or training.

The most common mistakes

  • The same course under three different names: the numbers don’t add up.
  • Certificates in someone’s inbox: when they’re needed, nobody can find them.
  • Checking expiry dates once a year: it’s already too late.
  • Several files to merge by hand: a single wrong version is enough to lose data.

Where to start

You can start from the employee training record template in Excel, free and with no sign-up. When employees and courses multiply, Formatika keeps courses and certificates in one place, shows who is behind with automatic reminders and saves you from redoing the sums by hand.