Employee Certification Tracking Software
Employee Training Manager (ETM) by Onecard is an evidence-based Training Management System (TMS) built for certificate and license management — centralising employee certificates, licenses, qualifications and compliance records, so the evidence auditors, regulators and clients expect is always at your fingertips.
Because being audit-ready shouldn't be a scramble reserved for audit day — with ETM, it's simply how every day runs.
When an auditor arrives, they don't ask to see your LMS. They ask to see the evidence.
Stop chasing certificates. Start trusting your records.
Over the years, when compliance was simpler, spreadsheets, filing cabinets and project folders were enough to manage it. But compliance today looks different — it's no longer just about running training, it's about having the evidence to prove your workforce is trained and competent the moment someone asks. That's why the old way can start to feel like it's working against you: taking up hours, creating risk, and never quite keeping up.
Moving to a training management system hands that time back. Employee Training Manager gives every employee one secure digital profile holding their certificates, licenses, qualifications, competencies, mandatory training, Verification of Competency (VOC) and supporting evidence — together, searchable, and ready the moment someone asks for it.
What a Training Management System (TMS) actually does.
Evidence matters more than a training record
Many systems record that training occurred. Employee Training Manager records the evidence. ETM manages more than just training completion — it captures licenses, qualifications, Verification of Competency (VOC) and employee proficiency, including graded proficiency records, so everything you need is backed by timestamped evidence. Whether you're preparing for an ISO audit, demonstrating contractor competency, responding to a client request or facing a regulator, the evidence is already organised and immediately accessible.
Original certificates & scans
PDFs, photos and scanned certificates attach directly to the record — so the actual proof is one click away, not buried in an inbox.
License numbers & dates
Issue dates, expiry dates and training provider captured against every license, so you always know exactly when it was earned and when it's due.
Verification documents
Supporting proof sits alongside the record it backs up — so nothing you show an auditor is a claim without evidence behind it.
Complete audit trail
Every update is timestamped and preserved through the whole employee lifecycle, so you can prove not just what's true today, but what was true on any date an auditor asks about.
Searchable at any time
Find any certificate or license in seconds, not by digging through folders — because an audit doesn't wait while you search.
Ready for regulators
Export or share records directly with clients, auditors or regulators, in the format they ask for, without rebuilding anything from scratch.
Every certificate and license in ETM is protected by two-factor authentication (2FA), with data encrypted both in transit and at rest — so sensitive employee evidence stays secure from the moment it's uploaded, through everyday use, and even once it's placed in the ETM Audit Archive.
Training is only one part of workforce compliance
A Learning Management System (LMS) is great at delivering online courses and recording eLearning completion. But that's usually only a fraction of what a workforce actually needs to prove. High risk work licenses, trade qualifications, first aid certificates, forklift licenses, OSHA 10 and OSHA 30 cards, professional registrations and VOC records are typically issued outside any LMS — as PDFs, scans, photos or paper certificates.
An LMS records that online learning was completed. Employee Training Manager records the complete evidence that an employee is trained, competent and compliant.
| Learning Management System | Employee Training Manager |
|---|---|
| Delivers online learning | Manages workforce compliance |
| Records course completion | Stores every certificate and license |
| Focuses on learning | Focuses on compliance evidence |
| Internal online courses | Internal and external training records |
| Learning history | Complete, timestamped compliance history |
| Course records | Audit-ready evidence |
The two systems work well side by side — the LMS delivers learning, while Employee Training Manager becomes the single evidence-based source of truth for every certificate, license, qualification, competency and compliance record. Because when an auditor arrives, they don't ask to see every online course your employees completed. They ask to see the evidence that your workforce is trained, competent and compliant.
Hear it from a customer who lives this every day
Watch a real ETM customer talk through how evidence-based certificate and license management changed audit day for their business.
Customer Testimonial — Rohan Green, Employee Training Manager (ETM) by Onecard Group
Designed for compliance, not just administration
Live expiry tracking
Colour-coded dashboards track every certificate and license expiry across your workforce. With role-based user access, every people leader has instant visibility of what's expiring — no waiting on a report, because the system tracks every expiry in real time.
Secure evidence storage
Certificates, licenses, PDFs, scans and supporting evidence attach directly to every employee record, so the proof always sits with the record it belongs to.
Complete historical audit trail
Every update is date and time stamped, preserving history through the employee lifecycle. Archived employees stay available for future audits without counting toward your active subscription.
Workforce visibility
Managers instantly see workforce capability across teams, sites and projects from one central dashboard — no chasing separate spreadsheets per site.
From certificate tracking to workforce capability
Every certificate feeds into the bigger picture. ETM links training, licenses and other workforce compliance evidence into a training matrix or graded skills matrix — where every rating is backed by real evidence, not a tick box — alongside archived historical records and fully customizable reports. That means proof is always at your fingertips: a trained, current and competent workforce you can demonstrate on demand, not just claim.
Role Profiles
Match every certificate and license requirement to the role it belongs to, not just the person holding it.
Find out what else ETM can do →Training Matrix
See at a glance who is trained, who isn't, and where the gaps sit across every team and site.
Find out what else ETM can do →Customizable Reports
Build the exact report an auditor, client or regulator asks for, in the format they need.
Find out what else ETM can do →Graded Skills Matrix
Move beyond pass or fail — capture the actual skill level behind every competency.
Find out what else ETM can do →Audit Archive
Certificates need to be traceable long after an employee has left — for insurance, client or legal requests.
Find out what else ETM can do →Verification of Competency
Prove not just that training happened, but that the skill was verified on the job.
Find out what else ETM can do →
Wondering what happens to records once someone leaves? Historical evidence still matters long after an employee moves on — for future audits, legal requests, or if they return. That's why ETM's Audit Archive keeps former employee records securely stored and searchable, and archived profiles are never counted towards your active employee subscription. See Former Employee Records →
Why organisations choose ETM instead of spreadsheets
| Spreadsheets | Employee Training Manager |
|---|---|
| Manual reminders | Automatic visual alerts |
| Multiple folders | One secure platform |
| Missing evidence | Evidence attached to every record |
| Difficult audits | Audit-ready reporting |
| Duplicate records | Single employee profile |
| No history | Complete audit trail |
| High administration | Automated workflows |
Even Scout looks worried when there's no proof of compliance on file. If you're not sure what evidence you're missing, our team can run a quick compliance gap check before your next audit.
Built for the workforces that can't afford to guess
Trusted by the people who make compliance happen
Calls ETM one of the best, easiest-to-use systems he's worked with, praising staff as "extremely professional, thorough and helpful."
Found ETM a "structured and reliable tool" for managing training and compliance, with centralised reporting that made monitoring easier across teams.
Praises ETM's responsive support and its new competencies-and-roles layout for mapping training, certificates and licenses to every role.
Onecard has added real value at their Yatala Brewery plant in Queensland, giving structured visibility of training needs and reporting.
Always know your workforce is compliant
Whether you're managing hundreds of certificates, replacing disconnected spreadsheets or preparing for your next audit, Employee Training Manager gives you one secure source of truth for workforce compliance. Because confidence doesn't come from hoping your records are correct. It comes from knowing the evidence is already there.
Employee certification tracking — common questions
Employee certification tracking software — also called certificate management software — is a secure digital platform that stores, organises and tracks every employee certificate, license, qualification and piece of supporting evidence in one place, rather than spread across spreadsheets, folders and filing cabinets. Employee Training Manager attaches the original certificate, license number, issue date, expiry date and training provider directly to each employee record, so the evidence is already organised before anyone asks for it.
During an audit, Employee Training Manager lets you produce a certificate, its supporting document, its full renewal history and a timestamped audit trail in seconds, instead of searching through email, shared drives and paper files.
Yes. Employee Training Manager uses colour-coded dashboards to flag certificates, licenses and mandatory training approaching expiry. Role-based user access gives every people leader instant visibility of upcoming expiries, so nothing is missed before your next audit.
An LMS delivers online learning and records completion. Employee Training Manager manages the complete evidence base of workforce compliance — internal and external certificates, licenses, qualifications, competencies and mandatory training — whether or not the training was delivered through an LMS. Many organisations run both together.
Yes. Every employee profile can hold certificates, licenses, qualifications, Verification of Competency (VOC), OSHA 10 and OSHA 30 cards, site inductions, professional registrations, CPD records and supporting evidence together.
The Audit Archive keeps former employee records securely stored and searchable for future audits, legal requests or returning employees, without counting toward your active employee subscription.
Recording that training happened is only half the picture. Auditors, regulators and clients usually want the supporting evidence that proves an employee was trained and competent at a specific point in time — which is why Employee Training Manager is built as an evidence-based system, not just a training log.
Browse the full list of answers on our Main FAQ page → — Scout and the team are also on hand if you'd rather just ask.