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Keeping your safety training records in order brings many advantages. First of all, you can easily tell which courses have been completed by each employee. When assigning tasks that involve risks, you can easily find qualified workers. A clear training record is also helpful when you get a safety audit, since you can show that your staff is trained as required by local regulations.

If your company is small, an Excel spreadsheet might be enough to manage your training records. However, this task becomes more difficult as your workforce grows: data entry can consume many hours, and human errors are more likely. With a dedicated Training Record Management System or TRMS, you can easily manage this data in a large organization.

Safety technologies and regulations are constantly evolving, and your company can only keep up with a well-organized training program. Here we will discuss 5 important factors to consider when comparing training record management systems in 2022.

Computers can understand raw data with ease, but we humans must organize information into charts and metrics first. Preparing reports is another task that can be time-consuming for your safety managers, but a TRMS can generate them automatically within seconds. You can also customize these reports according to the needs of your company.

These automated reports offer many benefits: they can help you find training gaps that are not evident when looking at raw data, or you can track progress for recently assigned courses, to mention a pair of examples.

Along with automation, an online training matrix is one of the most useful functions you can have in a Training Record Management System. Instead of picking courses individually for each employee, you can use a smart table that assigns them automatically.

• Having a training matrix is helpful for your entire organization, since you can add any role: electricians, welders, heavy equipment operators, etc.
• Based on the skills required in each job, the training matrix can load the full list of available courses, creating a customized program for each employee.

Eventually, you will have a training matrix that covers all roles in your organization. You can also customize training requirements by city, meeting the safety regulations of each jurisdiction. An online training matrix is especially useful when hiring new employees: you can simply add their role and location, and the matrix generates a training program that meets local requirements.

For a small organization using an Excel spreadsheet, data entry is a quick and simple task. However, adding new records and updating existing ones can be a full-time job (that nobody wants) in a large company. Mass uploading is a great feature to have in a Training Record Management System, since it saves hours and hours of data entry.

When a large multinational company needs to upload thousands of training records or certificates, the value of mass uploads is evident. This information can also be filtered and organized in bulk, which also saves plenty of time.

Being able to try a TRMS before your purchase is a useful feature, since you can make sure the software meets the needs of your company. You can get familiarized with the interface and features before your purchase, and you can see how well it integrates with your other apps and software. The last thing you would want is purchasing an expensive software without trying it, only to find that it doesn’t suit your company.

With a Training Record Management System, your company can handle training data with an efficiency that is not possible with simple spreadsheets. Repetitive tasks like data entry are automated, you can generate reports from large amounts of data in an instant, and you can find training gaps more easily. However, you need to pick a TRMS that actually includes these functions, or your training department will still have to deal with repetitive tasks and time-consuming reports.