Reduce Manual Effort, Enhance Accuracy and Ensure Compliance
Keep training records accurate, up-to-date, and accessible with a centralised system that automates tracking, reduces errors, and ensures competency.
Save Time, Support Worker Competency and Streamline Reporting with Centralised Training Records
Ensuring competency is very difficult when managing employee training records manually. The process of collecting certificates, updating spreadsheets, and tracking expiry dates is time-consuming and prone to errors, especially when dealing with a mix of digital and paper documents. Without a streamlined system, it’s easy for workers to be undertrained for critical tasks, leading to delays, site rejections, and potentially hazardous situations.
The Human Focus Online Training Records Management Module addresses these challenges by offering a centralised, cloud-based solution that ensures competency records are accurate, up-to-date, and easily accessible. With this system, you can effortlessly ensure that each worker has the necessary competencies for the tasks they perform. By automating the tracking and updating of training records, the system reduces errors, enhances efficiency, and helps maintain a competent workforce – for both your own employees and contractors.
Why You Need This Online Training Records Management Module
Managing training records with spreadsheets or manual processes comes with avoidable friction and drawbacks:
Manually ensuring that each employee has the appropriate training through spreadsheets can be cumbersome and prone to errors. Without automated alerts, tracking qualifications across various formats – digital, paper, or email – becomes a slow and tedious task. Certificates often need to be physically filed or manually entered into spreadsheets, increasing the risk of outdated or inaccurate records and potential non-compliance.
Monitoring training expiries is another major challenge. Without automated tracking, it’s easy for qualifications to lapse unnoticed, leaving employees non-compliant and unable to work. This can lead to operational delays, site rejections, or undertrained workers handling critical tasks.
Compliance reporting is a significant pain point for many organisations. Pulling data from disconnected systems takes hours, and the resulting reports are often incomplete or outdated. This process can be a significant drain on resources when trying to meet audit requirements, tender deadlines, or internal reviews.
Providing proof of training, especially for workers who operate on client sites, is another challenge. Carrying paper certificates or plastic training passports is routinely problematic, as workers may forget to bring the necessary documentation. This adds an unnecessary burden to both workers and administrative teams, potentially compromising compliance and creating operational delays.
How Human Focus Solves These Challenges
The Human Focus Online Training Records Module simplifies training records management by linking three key elements into a single integrated solution.
The Training Matrix acts as a centralised repository, offering a real-time overview of your organisation’s training compliance. It seamlessly connects with the Training Passport system, which uses QR codes to allow workers to easily access and share their training records on-site. This integration ensures that training verification is efficient and always up-to-date.
Additionally, the AI-powered Certificate Loader allows you to upload offline, paper-based certificates directly into the system. AI automatically extracts and matches key details to employee records, ensuring that all training data is synchronised and stored in the Training Matrix.
Together, these three integrated features provide a streamlined, accurate, and compliant training records management system that reduces manual effort, and ensures easy access to essential training information whenever it’s needed.
Training Matrix: Centralise and Simplify Training Records Management
The Human Focus Online Training Matrix is a centralised, automated repository for all your training records. It replaces scattered spreadsheets and manual filing systems by consolidating records from Human Focus online courses, as well any other training providers, including face-to-face sessions. The system not only provides a comprehensive view of your training and competency status, but it also automates tracking and alerts. Employees are notified of training needs and expiry dates, helping you stay compliant and up-to-date effortlessly.
Centralise all training data in the Training Matrix and replace scattered spreadsheets and manual filing systems. Consolidate certificates from training delivered via the Human Focus system and external providers for a comprehensive, live view of your compliance status.
All records are stored in one place and accessible to authorised users at any time, preventing bottlenecks and information silos. Data is always available, even if key personnel are away.
Track every course delivered through the Human Focus e-learning platform, including off-the-shelf courses and bespoke training that you’ve created via Content Builder. Ensure all training, whether custom or pre-made, is automatically recorded and accessible for compliance or reporting.
Unlike manual systems that can lag by days or weeks, updates happen in real-time. Training records are always current, on hand and visible to the relevant stakeholders.
The system monitors training progress and expiry dates, automatically alerting users of overdue or upcoming deadlines. Automated alerts reduce the risk of lapsed certificates and ensure training is renewed in time.
The system tracks workers across different roles, ensuring they always have the task-specific training needed to do their jobs safely, even if they move positions within your organisation.
Create accurate compliance reports in seconds using the Training Matrix. Demonstrate compliance for audits, tenders, or internal reviews with ease, saving hours on manual reporting tasks.
Digital Training Passport: Instantly Prove Competency On the Job
The Human Focus Training Passport allows workers to instantly prove their qualifications at the point of work. Employees can access their online training records in real-time via the integrated Human Focus mobile app or a printed copy of their personal QR code, which can be placed on employee badges or equipment. This availability eliminates delays caused by missing certificates or chasing training records, ensuring a smooth, immediate verification of competency, whether records are digital or paper-based.
Workers can access their training records instantly using their personalised QR code, available in the mobile app or as a printed hard copy. With training records always readily visible and sharable, you avoid costly site rejections and the forced downtime and delays caused by a lack of evidence.
No more calling the office and waiting for certificates to be tracked down or uploaded. Employees carry the evidence they need on their phones or printed QR codes. QR codes can also be sent ahead via email for seamless entry checks.
Line managers can check workers’ training records as work happens. Missed training can be assigned there and then, and taken immediately online via the Human Focus e-learning system, ensuring minimal delays.
Training Passport automatically shows courses completed via the Human Focus e-learning platform, as well as any other training content which has been taken offline and uploaded into the Training Matrix via Certificate Loader.
Digitising training records eliminates the need for printing and filing paper certificates. For companies that need to provide evidence for large workforces, digital records management can be more cost-effective and environmentally friendly.
Certificate Loader: Automate and Streamline Bulk Data Entry
The Human Focus Certificate Loader simplifies and accelerates the processing of paper-based training certificates, reducing manual input errors and saving time. Powered by AI, it scans certificates in bulk, extracts key details, and automatically links them to the correct employee profiles.
The extracted records, along with a digital copy of the training certificate, are seamlessly integrated into the relevant employee’s profile in the Training Matrix. Individual Training Passports are also updated instantly, giving workers immediate access to their training records, including previously paper-based certifications.
Using optical character recognition, the Certificate Loader scans certificates in bulk and intelligently reads key details. This information is fed directly into the Training Matrix and automatically matched to employee profiles.
The system intelligently reads and tracks expiry dates from certificates, sending reminders before renewals are due. Automated alerts can be easily modified with customisable messages and cadences.
Automating the upload process eliminates manual data entry errors and delays. Administrators only have to verify that the details are accurate.
AI is used to extract and match key details, like course titles and expiry dates, to employee records, reducing errors and saving administrative time. Automated alerts can then be used to notify managers and workers before certificates lapse, reducing compliance risks and preventing downtime.
Migrating to the Human Focus platform is easy and stress-free. AI-assisted uploads ensure training records are imported quickly and efficiently, even if your existing data is text-based without certificates.
The Benefits of Training Records Management with Human Focus
The Human Focus online system ensures every training record is accurate, accessible, and updated.
Automate processes like tracking, data entry, and reporting to significantly reduce administrative workloads. Free up your team to focus on higher-value tasks while cutting down on the costs associated with manual records management.
Ensure training records are always accurate and up-to-date with AI-powered tools that track expiry dates, send automated alerts, and prevent lapses. Maintain full compliance with regulations and industry standards effortlessly.
Equip workers with Digital Training Passports for instant access to certificates and qualifications. Reduce safety risks by verifying competency in real time and preventing undertrained workers from handling hazardous tasks.
Managers can review certificates on site or in the field instantly via Training Passports. If workers aren’t competent, additional training can be assigned then and there to rapidly upskill your workers and have them back on the job, fully prepared for their tasks.
Generate live, accurate compliance reports in seconds via the Training Matrix, whether for audits, tenders, or internal reviews. Instantly view training status for individuals, teams, roles, or your entire organisation. Identify competency gaps and allocate training resources where they’re needed most to ensure compliance.
Move your training data onto the Human Focus system seamlessly with the AI-powered Certificate Loader. Upload paper records in bulk, eliminate manual entry errors, and ensure all records are digitised and ready for immediate use.
How Our Clients Have Used the Human Focus Online Training Records Management Module to Help Improve Safety Competency While Saving Time and Costs
Ensuring Competencies Remain Up-to-Date With Easier Training Tracking
A large organisation with employees working across approximately 200 client sites faced significant challenges in managing training and competency. Before implementing the Human Focus Training Records Module, the company relied on an outdated, reactive system that was primarily based on spreadsheets. This approach made it difficult to track who needed training, and led to instances where employees were turned away from client sites because they lacked the required training or their certifications had expired.
As one manager recalls, “When I looked at the old matrix that was here when I first arrived, it did scare me somewhat, I must admit. It was very hit and miss. It was all based on an Excel spreadsheet, and all very reactive. We’ve got people working on around 200 client sites, and each of them had different training requirements. We had situations where people were turning up on a client site and being turned away because they hadn’t either taken the training needed, or the training they had had expired. It was a complete mess.”
The old system required a significant amount of manual tracking. “Simply tracking who needed to take what training, alerting each individual of this training need, and then checking that they had taken the training was a full-time job,” says the manager. This overwhelming process was not only time-consuming but also prone to errors, making it impossible to maintain an accurate view of employee training statuses.
With the introduction of the Human Focus Training Records Module, this situation has dramatically improved. The company now uses this automated system to simplify training management, ensuring that all required training is tracked and completed on time. “We were chasing the situation, rather than where we are now with Human Focus. It’s now all fully automated, and we can see at the tap of a button what’s going on,” the client adds.
The automation of training tracking and compliance verification has also led to cost savings. “Over time, we’re actually saving because we become more efficient. We spend less time doing these things,” the client explains, highlighting how the system has contributed to operational efficiency.
With the help of the Human Focus Training Records Module, the organisation can now confidently ensure that its workforce remains compliant with client-specific training requirements, preventing operational disruptions and improving overall efficiency.
Seamlessly Sharing Training Records as Mobile Workers Visit Client Sites
Prior to adopting the Human Focus system, one of our clients struggled with an inefficient and cumbersome method for sharing training records within their large, mobile workforce. Workers had to carry around physical training certificates, often in the form of plastic cards, which were easily lost or damaged. As one manager explains, “Hard copy training certificates get lost, they get put through the washing machine or they’re left in a different vehicle.”
This created significant issues when employees were asked to prove their training and competency when visiting client sites or during an audit. “When they are then audited by myself, or by our clients, the question is always, ‘Let’s see what you’ve got. Let’s see your competency tickets.’” Often, workers were unable to provide proof immediately and had to call the office to retrieve their certificates, creating delays and frustration. “It was all a lot of wasted time and hassle,” the manager adds.
The introduction of the Human Focus Training Records Module completely transformed this process. By leveraging the Human Focus mobile app, workers no longer have to rely on physical certificates. “So, the first wow factor for the lads actually working it is they don’t have to carry around 25 bits of plastic anymore,” says the client. Now, each worker uses their mobile phone, which displays a personal QR code linked directly to their training profile.
This change has had a significant impact on both workers and clients. “When we started to share QR codes, so they could see an employee’s [training] profile on their phones, [our customers] were really impressed,” the client notes. Workers can now easily scan their QR codes to show proof of training in real time, without needing to retrieve paper certificates.
The system also allows for instant updates, ensuring that training records are always up-to-date. “Workers can pull out their mobile phone and say – there you go, scan the QR code, and up comes all their training certificates,” the client explains. “It’s instant, it can be instantly updated by me back at base. Our people love it. And also, our clients love it as well.”
The system has made a strong impression with our client’s clients, especially larger ones. As the manager explains, “Some of our larger clients are mesmerised by it. We had one large client say, ‘Wow, you guys are doing this stuff with QR codes and mobile apps – we’re still using bits of paper.’”
The Human Focus Training Records Module has streamlined the process of tracking, sharing, and verifying training records, saving time and reducing errors. By providing workers and clients with easy access to up-to-date training records, the system has enhanced operational efficiency and strengthened client relationships.
Linking Training Records Management With Both Online Automated Training and Offline Classroom Training
A large manufacturing client has successfully integrated the Human Focus Training Records Module into their production line to better manage and track employee competency across various work areas. Each employee is equipped with a badge containing a Human Focus QR code, providing instant access to their training records.
As employees move between different areas of the production line, line managers can scan the QR code on their badge to instantly verify whether the employee has received the necessary training for the new area. As one of the line managers explains, “Prior to using Human Focus, it was very difficult for us to know whether an individual employee had the training they needed. Now, with the mobile app, I can see immediately.”
The system has streamlined training delivery on the production floor. If an employee is found to be lacking the required training for a specific area, line managers can immediately facilitate e-learning using the company’s bespoke courses, which are also hosted within the Human Focus system (see Bespoke Course Authoring Module). “The great thing is that [managers] can then facilitate online e-learning, delivering our bespoke training courses and giving the employee the training they need there and then,” our client adds. Furthermore, all training records are automatically updated in real time, providing a comprehensive and current overview of employee competencies.
“For the first time, we can effectively manage production line worker competency,” the client continues. “We can see immediately how well we are doing via a single dashboard.” The integration of real-time training updates allows the company to ensure that workers are always equipped with the right skills and certifications as they move through various roles within the production line.
In addition to online training, the system also helps manage classroom-based training. Many of our clients offer in-person courses, and Human Focus has made it easy to integrate the resulting paper-based certificates into the Online Training Records Module.
We assist many of our clients to establish automated backend data links with their internal HR systems, allowing seamless transfer and integration of training records. One of our client remarks, “Human Focus has been very, very good with working with us to develop areas where we can intertwine our in-house training records with their software. This gives us an automated system that provides a single dashboard for all of our competency records.”
This integration of both online and offline training records has streamlined the company’s training management, enabling them to easily track competencies across all training modalities and improving operational efficiency.
Transitioning to the Human Focus Online Training Records Module
Seamless Setup with Minimal Effort
Transitioning to the Human Focus Online Training Records Module is a quick and simple process. Our “done-for-you” service ensures a smooth migration, including gathering, digitising, and loading your training records onto the system. We can also set up automated backend data linking between existing HR and records databases for automated real-time updates. We handle the heavy lifting to ensure that you get up and running quickly.
Ongoing Support for Smooth Operation
Once your system is live, it’s intuitive and easy to manage with minimal effort. Your internal team can easily manage your training records, while our dedicated support staff is always on hand to provide guidance and assist with any questions or updates needed to keep the system running smoothly. We’re committed to ensuring that your training records management system remains effective for your evolving business needs.
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