Keeping staff training records: what to track and why

When something goes wrong at work, one of the first questions is usually "was this person trained?" A clear training record lets you answer in seconds instead of searching old messages. It also tells you who needs retraining when a procedure changes.

What a useful record includes

• Who was trained: the staff member's name.
• On what: the specific procedure or course, not just "onboarding".
• Which version: procedures change, so note which version they completed.
• When: the date they finished.
• How you know they understood: quiz answers, or an in-person sign-off.

Why "they watched it" isn't enough

A record that only says someone opened a video doesn't show much. Answers to questions about the procedure, or a manager's in-person sign-off, show the training actually landed.

Keep in-person sign-offs too

Some skills have to be seen: spotting, equipment use, a technique. Record those as well: who signed it off, on what, and when. A record that combines online training with in-person sign-offs gives a complete picture.

Retrain when procedures change

When you update a procedure, the old completions no longer cover it. Assign the updated version with a deadline and track who has finished the new one.

Simple ways to keep records

1. A shared spreadsheet: one row per person, one column per course, with the date finished. It works for small teams but needs updating by hand.
2. Training software that records completions automatically as people finish, including how they answered.

Whatever you use, make sure you can quickly answer two questions: has this person been trained on this procedure, and when?

In Coaching Explained, completions, answers, and certificates are recorded as staff finish. You can also award your own certificates for skills signed off in person.