The main workflow, step by step
The window follows one employee who changes role, the manager who is responsible for the team and the compliance lead who answers to auditors. Pick a step to see its screen. The employer, the employee and the courses are invented for the demonstration.
Role requirements
Forklift operatorFive required| Training | Renewal |
|---|---|
| Site induction | Once, on joining |
| Forklift licence | Renewed periodically |
| Manual handling | Renewed periodically |
| Fire safety | Yearly |
Off the pathChanging a role's requirements shows how many current employees would become non-compliant before the change is saved.
My training
Dana OkoroTwo due- New role
- Forklift operator, depot two
- Assigned
- Forklift licence, manual handling
- Due
- Before the first unsupervised shift
- Online module
- Manual handling, started
Off the pathTraining that needs a classroom or a practical test shows the next available sessions and lets the employee book one.
Certificate upload
Forklift licenceAwaiting check| Field | Entered |
|---|---|
| Issuer | Accredited training centre |
| Date passed | Entered from the card |
| Expiry | Entered from the card |
| Document | Photo of both sides |
Off the pathAn uploaded certificate counts only after someone has checked it, and a rejected one says what was wrong.
Team status
Depot two, day shiftOne gap| Person | Status |
|---|---|
| D. Okoro | Licence awaiting check |
| R. Malik | All current |
| S. Petrov | Fire safety due soon |
Off the pathWhere rostering is connected, a person without a required licence cannot be placed on a task that needs it.
Audit report
Site: depot twoReady| Measure | Result |
|---|---|
| Required items | All assigned |
| Current | Shown per training type |
| Evidence | Certificate behind each line |
Off the pathLapsed items appear in the report with the date they lapsed and what was done, since hiding them would defeat an audit.
Who uses it, and what each role can do
Training records are personal data and also evidence. The roles let managers act on their own teams while keeping the full picture with HR and compliance.
| Role | Sees | Can do |
|---|---|---|
| Employee | Their own requirements, courses and certificates | Complete training, book sessions and upload certificates |
| Line manager | Training status of their own team | Assign optional training and chase overdue items |
| HR administrator | Roles, requirements and all employee records | Define requirements and verify uploaded certificates |
| Trainer | Sessions they deliver and attendance | Record attendance and practical assessments |
| Compliance lead | Status across sites, with the evidence | Run audit reports and review lapses |
When the work leaves the usual path
The difficult moments in workplace training are changes: of role, of rules, of staff. These are the ones the portal must not miss.
| Situation | What the system does | Who decides |
|---|---|---|
| Employee changes role or site | Assigns the new requirements and removes old ones | HR administrator |
| Certificate about to expire | Reminds the employee, then the manager | Line manager |
| Certificate lapses | Marks the person non-compliant for that task | Compliance lead |
| Uploaded certificate looks wrong | Rejects it with a reason and asks again | HR administrator |
| Requirement added by a new regulation | Assigns it to everyone affected, with a deadline | Compliance lead |
| Contractor needs training before site access | Creates a limited account for that purpose | HR administrator |
What it connects to
The portal needs to know who works where, and other systems need to know who is trained. These links are typical, and your own systems decide the detail.
| System | What moves | Direction |
|---|---|---|
| HR system | Employees, roles, sites, joiners and leavers | Into the portal |
| Single sign-on | Sign-in with the work account | Into the portal |
| Rostering or access control | Who is qualified for which task or area | Out of the portal |
| Online course content | Modules and completion results | Both ways |
| Email and calendar | Reminders and session bookings | Out of the portal |
What a first release includes
Requirements by role
A matrix of roles, sites and the training each requires, with renewal periods and deadlines for new joiners.
Employee training page
What is assigned, what is due and what is complete, with online modules and session booking.
Certificate records
Upload of external certificates with verification, expiry dates and the document kept with the record.
Reminders and escalation
Notices before expiry to the employee, then the manager, on a schedule you set.
Manager view
Team status at a glance, with the ability to assign training and see who is blocking a roster.
Audit reporting
Reports by site, role and training type, each line backed by its evidence.
Often added after the first release
- Development plans beyond required training
- Budget and cost tracking for courses
- Skills profiles for internal moves
- A mobile app for field staff
- Training requests and approvals
What we need from you
- Your roles, sites and the training each requires today
- The HR system and how employees sign in
- Examples of the certificates you accept
- What auditors or clients ask you to show
- An HR administrator and a line manager to test with a real team
Ownership and licensing terms are defined in the project agreement.
What to do next
Send us your current training matrix, however rough, and a recent audit request. We reply with a first release and the data we would take from your HR system. Start a conversation or book a 30-minute call.
Common questions
How is this different from a learning management system?
A learning management system delivers courses. A training portal for an employer is mainly about obligations: which training each role needs, who has it, when it expires and how to prove it. It can deliver online modules too, or connect to a course library you already use. The record, the reminders and the audit report are its centre.
Can it track training done with outside providers?
Yes, and for most employers that is the larger share. Employees or administrators upload the certificate, with issuer and dates, and someone verifies it before it counts. The document stays attached to the record. For providers you use regularly, results can sometimes be received directly, which removes the upload step.
Does it decide what training is legally required?
No. Legal requirements differ by country, sector and task, and they change. Your health and safety and legal advisers decide what each role requires, and the portal applies and tracks those decisions. When a requirement changes, the portal shows who is affected and assigns the training with a deadline.
What happens when someone leaves the company?
Their access ends with their employment record. Training history is kept for the period your policy and the law require, since it may be needed in an audit or a claim, and is then removed. Retention periods for employment and safety records are set by law and should be confirmed with your adviser.