Training Record Management software comes in many shapes and sizes. Some have integrated eLearning systems while others take this further with competency assessments. There are systems that are purpose-built for each company and others that can help many industries. Whichever your needs, it is important you understand all the potential solutions available in order to access all the benefits of a centralized training system.
7 Critical Features of Employee Training Management System
Credential Uploader or Legacy Certification History
QR Code Credential Access and Verification
Training Records/Credential Storage
Automated Expiry Notifications
Gap Analysis Reporting – Helps Close the Training Gap
1. Credential Uploader or Legacy Certification History
A key feature in today’s leading systems is the ability to upload image files of certifications. Simply take a picture of the document, certification, or credential you want to save, and upload it to the corresponding record on the user account. That way you can provide accurate documentation to anyone who requires proof of your staff’s compliance.
2. QR Code Credential Access and Verification
QR codes speed up the process and mitigate forgery. They can easily be scanned to verify personnel’s credentials as opposed to previous methods—fishing multiple cards out of a certificate wallet or in some cases workers actually carry around binders.
3. Training Records/Credential Storage
Training Record Management software that offers Cloud-based SaaS (Software as a Service) solutions are always updated with the latest features, they can grow with your storage needs, and it’s important to seek something with high availability and integrated backup systems.
4. Automated Expiry Notifications
Training Record Management apps will track dates and provide you with enough time to get recertified before an issue occurs. However, with some systems, alerts fail to reach users. It’s important to make sure the TRMS you are looking at offers advanced alert systems, including, but not limited to Excel reports, scheduled reports, text notifications, email notifications, and if possible, notifications right inside the offline app.
5. Gap Analysis Reporting – Helps Close the Training Gap
Gap analysis gives you a high-level picture of your employees’ training and training gaps. A study by American Management Association found mitigating training gaps resulted in reduced administration duties.
6. Competency Assessment Integration
Competency assessments are practical tests that aim to verify competency and can contribute to a much safer work environment, but they can also track skills and document them with your credentials on your Training Record Management software. A software that can manage, store and administer your competency assessments along with your training data will likely provide more value in the end and it’s typically a natural upgrade that you’ll look for after getting the historical training mapped out.
7. Mobile-Friendly Software
Naturally, software that has mobile functionality has greater uses, mobile functionality is an important part of any system, make sure it’s included in the software you select. Mobile functionality is especially useful in intrinsically safe environments in the energy sector, where an intrinsically safe mobile device is shared for data entry. Download White Paper
The contents of this article is provided as information-only and does not substitute workplace training, competency, legislative or industrial requirements. SET Safety and/ or the author is not responsible for the accuracy or validity of this information. SET Safety and/or the author does not accept liability for the reliability, accuracy or completeness of the information presented. This article does not substitute legal, jurisdictional or professional advice. The reader bears all responsibility to seek professional guidance or advice on any information noted in this blog or related to the content of this blog.