Required Training Tracking Playbook

Work out which training your business needs, see at a glance who is up to date, and send reminders before anything expires.

Who it is for

• Owners of small businesses who need to show that staff are trained.

• HR and office managers who keep training records.

• Supervisors and managers responsible for their team's certificates and refreshers.

• Anyone who has been asked to "keep track of the training" without a system to do it.

The problem it solves

Required training comes from many places: rules for your location and industry, licenses, client contracts, your insurer, equipment instructions and your own policy. Records end up in inboxes, folders and memory, and renewals are discovered after they expire. This playbook gives you an eight-step method to find out what applies, build a clear list, match it to roles, track completions with proof, send reminders on a schedule, handle overdue items and keep everything current, with an Excel tracker that calculates due dates and statuses for you.

Important: check which training is required for your location and industry. This playbook shows you how to find out and track it; it is not legal advice.

What is inside

• Copyright and License (page 2; 1 page)

• Part 1. Required training and the eight steps (page 3; 1 page)

• Part 2. Step 1: Find out what is required (pages 4 to 6; 3 pages)

• Part 3. Step 2: The required training list (pages 7 to 9; 3 pages)

• Part 4. Step 3: Who needs what (pages 10 to 12; 3 pages)

• Part 5. Step 4: The tracker (page 13; 1 page)

• Part 6. Step 5: Completions and proof (pages 14 to 16; 3 pages)

• Part 7. Step 6: Reminders (pages 17 to 18; 2 pages)

• Part 8. Step 7: Overdue items and exceptions (pages 19 to 21; 3 pages)

• Part 9. Step 8: Reviews (pages 22 to 24; 3 pages)

• Part 10. Worked examples (pages 25 to 26; 2 pages)

• Part 11. 30-day setup plan (page 27; 1 page)

• Part 12. Mistakes and FAQ (page 28; 1 page)

• Editable Word version of everything above (24 pages)

• Excel tracker (.xlsx) (10 sheets: requirements, role matrix, people, completion log, calculated due dates and statuses, dashboard and person view, with a worked example)

How to use it

1. Complete the discovery worksheet to confirm what is required, and who confirmed it.

2. Write your required training list and role matrix.

3. Enter your list, people and past completions in the Excel tracker.

4. Each week, check the Dashboard and send reminders. Each month, run the review checklist.

Formats and file types

• Printable PDF (28 pages), US Letter.

• Editable Word file (.docx, 24 pages) with every template.

• Excel tracker (.xlsx) for up to 150 people, 20 required trainings and 1,000 completion records. Works in Excel and in spreadsheet programs that support the MAXIFS and COUNTIFS functions.

Frequently asked questions