Employee training tracker for small businesses without HR
In a 10–100 person company without HR, training records usually live in a spreadsheet, a folder of certificates and someone’s memory. That works until a forklift license or first-aid certificate lapses and nobody notices.
The problem: dates nobody watches
- A spreadsheet never reminds anyone. It only helps on the day someone opens it and checks every row.
- Expiry dates are worked out by hand. Someone adds 24 or 36 months to each date and recolors the cells.
- Missing training is invisible. An empty cell looks the same whether the person doesn’t need the training or should have had it months ago.
- New hires slip through. When the team grows fast, nobody has a list of what each new person still needs.
- Audits mean a scramble to pull dates, trainers and certificate numbers together from several places.
How TeamCerts solves it
- Add your team. Type people in or import the CSV you already have, including existing completion dates.
- Say what each role needs. Give each training a validity (no expiry or 1–120 months) and choose Everyone or specific roles.
- Log completions for one person or a whole group session. Expiry dates are worked out for you, month-end safe.
The training matrix then shows every person against every training: Valid Due soon Expired Missing Not required. Every Monday you get one email listing what has expired, what is missing, what expires in the next 30 days and which new hires have unfinished checklists. Export the matrix or the full history to CSV whenever an auditor or client asks, or print an employee’s record.
Spreadsheet, LMS or training tracker?
| Question | Spreadsheet | LMS | TeamCerts |
|---|---|---|---|
| Main job | Any list you build | Deliver online courses, videos and quizzes | Record training you already run and track expiry |
| Expiry reminders | Only if you build them | Depends on the product | Monday email, 30 days ahead |
| Missing training by role | By hand | Depends on the product | Shown as Missing |
| Employee logins | No | Usually: learners take courses | No, one person runs it |
| Cost | Free | Varies, often per user | Free up to 5, then $29/month or $49/month |
Honest summary: if your team is small and someone reliably checks the spreadsheet every week, keep it. If you need to teach courses online, choose an LMS. If you mainly need to know who is trained and what expires next, a tracker is simpler.
When TeamCerts is not the right fit
- You want employees to log in, take courses or see their own records.
- You need to upload certificate files or photos (you can record a certificate number in the note).
- You need a connection to HR, payroll or calendar software.
Pricing
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/year or $490/year). Archived leavers don’t count.
Try TeamCerts free
Free for up to 5 employees, no card needed. Starter is $29/month for up to 50 employees and Standard is $49/month for up to 150. Never per employee.