About TeamCerts
What it is
TeamCerts is a simple online tracker for employee training records and certificate expiry dates, made for small companies without HR. Add your employees or import a CSV, list the trainings and certificates each role needs and how long they stay valid, then log completion dates. TeamCerts works out every expiry date, shows a color-coded training matrix, builds a checklist for each new hire and emails you every Monday with what has expired, what is missing and what expires in the next 30 days. Export to CSV for audits. Not an LMS: no courses, videos or quizzes.
Who it is for
Owners, office and operations managers and safety leads at 10–100 person companies without a dedicated HR team, especially where staff hold certificates that expire (forklift, first aid, food hygiene and similar) and training is tracked in a spreadsheet today.
How it is different
- Flat price by company size, never per employee: Starter is $29/month for up to 50 employees and Standard $49/month for up to 150, while Employee Training Manager's pricing page lists plans from $49/month. Teams of up to 5 can use TeamCerts free.
- Not an LMS like TalentLMS: there are no courses, videos or quizzes to build. You record the training you already run, in-house or external, and expiry dates are worked out for you.
- A spreadsheet only helps when someone opens it; TeamCerts emails the admin every Monday with what has expired, what is missing and what expires within 30 days.
- Requirements are set per role, so the matrix shows 'Missing' for anyone who should hold a certificate but doesn't, and each new hire gets a checklist built from their role.
- No employee logins or apps to roll out: one person runs it in the browser, imports staff and existing completion dates from a CSV, and can export every record to CSV at any time.
Pricing
- Free: free (Up to 5 employees, Unlimited trainings and records, Training matrix and new-hire checklists, Monday reminder email, CSV import and export)
- Starter: $29/month (Up to 50 active employees, Everything in Free, Archived leavers don't count, Flat price, not per employee, Cancel anytime)
- Starter yearly: $290/year (Up to 50 active employees, Everything in Free, Pay for 10 months, get 12)
- Standard: $49/month (Up to 150 active employees, Everything in Free, Archived leavers don't count, Flat price, not per employee, Cancel anytime)
- Standard yearly: $490/year (Up to 150 active employees, Everything in Free, Pay for 10 months, get 12)
See all plans. Payments are handled by Creem, our merchant of record.
Who runs it
Questions go to support@teamcerts.com; we answer within two business days.
Questions
Is TeamCerts an LMS?
No. A learning management system (LMS) delivers courses, videos and quizzes. TeamCerts doesn't host any training: it keeps the records of training you already run, in-house or with an outside provider, works out when each certificate expires and reminds you. If you need to teach courses online, an LMS is the better fit.
Do my employees need their own logins?
No. TeamCerts is for the one person who looks after training, usually an owner, office manager, operations manager or safety lead. Employees don't get accounts or emails; the Monday reminder goes to the account's email address.
How do the expiry reminders work?
Every Monday the account email gets one message listing expired certificates, required trainings that are missing, anything that expires in the next 30 days and new hires with unfinished checklists. If everything is in order you get a short 'all up to date' note. You can preview the next email, send yourself a test or switch the emails off on the Reminders page.
How much does it cost? Do you charge per employee?
No per-employee fees. Free covers up to 5 employees. Starter is $29/month for up to 50 active employees and Standard is $49/month for up to 150. Paying yearly costs the price of 10 months ($290 or $490). Archived leavers don't count toward your limit.
Can I import my existing spreadsheet?
Yes. Save it as a CSV from Excel or Google Sheets with the columns name, role, department and start_date. If you've already added your trainings, extra columns named after them can hold completion dates and those records are imported too. Pick your date format (for example DD/MM/YYYY or MM/DD/YYYY) and check the preview before importing. Excel .xlsx files can't be uploaded directly, so use Save As > CSV first. A blank template is on our training matrix template page.
Can I show the records to an auditor or a client?
You can export the current matrix or your full training history to CSV in one click, and print any employee's record page or save it as a PDF from your browser's print dialog. Whether that meets a particular audit depends on the rules in your industry, so check what your auditor or client asks for.
What employee data do you store?
Only what you enter: names, roles, departments, start dates and training records with dates, trainers and notes. Please don't enter ID numbers, health information or other sensitive personal data. You can export everything to CSV, delete any employee together with their records, or delete your account, which deletes all of its data.
What happens if I cancel or go over my plan's limit?
Nothing is deleted. You can still view the matrix, export, archive and delete. While you have more active employees than your plan allows, you can't add new ones and the Monday email only says reminders are paused. Upgrade, or archive people who have left, to resume.
How do I pay, and can I cancel?
You can pay by card, PayPal, Apple Pay or Google Pay. Plans renew monthly or yearly and you can cancel anytime from your account page.
Can I upload certificate files or photos?
Not in this version. With each completion you can record the trainer or provider and a note, such as the certificate number, and TeamCerts keeps the full history for every employee.