Employee Training Manager
A simpler way to manage workforce compliance
A simpler way to manage workforce compliance
These frequently asked questions explain how Employee Training Manager helps organisations manage employee training records, certification tracking, training matrices and workforce compliance in one structured system.
The page answers common questions about training management systems, training matrices, skills matrices and employee training compliance
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Employee Training Manager (ETM) by Onecard is an evidence-based Training Management System (TMS) that helps organisations manage employee training records, competencies, licences, certifications and workforce compliance in one secure platform.
ETM allows organisations to track employee training requirements, monitor certification expiry dates, maintain training evidence and generate reports that support compliance and workforce capability management.
By bringing training records, skills visibility and compliance documentation into one system, ETM helps organisations maintain accurate, audit ready training records across their workforce.
A Training Management System (TMS) is software used by organisations to manage employee training requirements, certifications, licences and competency records.
Unlike a Learning Management System (LMS), which focuses on delivering online training, a Training Management System manages the entire workforce training and compliance framework… including training matrices, certification tracking, compliance documentation and workforce training records.
Training Management Systems help organisations ensure employees complete required training and maintain records needed for regulatory compliance and internal oversight.
Learn how a Training Management System (TMS) can transform your workforce compliance:
Employee Training Manager is a Training Management System (TMS) designed to manage employee training records, training requirements and workforce capability in one system.
Built by industry training professionals and experienced software developers, ETM manages the complete employee training framework. This includes training matrices, skills matrices, certification and licence tracking, competency records and training compliance reporting.
The system can also track Continuing Professional Development (CPD) and Continuing Education (CE) credits, helping organisations maintain professional accreditation alongside workforce training records.
All training records and evidence of compliance are stored securely within the platform, Unlike a Learning Management System (LMS), which focuses on delivering online training, a Training Management System manages the entire workforce training and compliance framework….
Employee Training Manager is used by small, medium and large organisations that need to manage employee training, certifications, licences and competency records.
The platform supports organisations ranging from small businesses and growing SMEs to large enterprises, government agencies and corporations with complex workforce training requirements.
ETM is commonly used in industries where maintaining accurate training records and compliance documentation is critical. These include manufacturing, construction, utilities, logistics, defence, mining, healthcare and other regulated industries.
Organisations operating under workplace safety and regulatory frameworks such as WHS (Australia), OSHA (United States) and HSE (United Kingdom) use systems like ETM to manage training requirements, track certifications and maintain evidence of compliance.
Many organisations also use ETM to support ISO management systems and industry accreditation requirements, where maintaining accurate training records and competency evidence is essential.
By managing workforce training records, certifications and competencies in one system, organisations can ensure employees maintain the training, licences and qualifications required for their roles.
Organisations choose Employee Training Manager because it provides a single source of truth for employee training records, competencies, licences, certifications and compliance evidence.
Unlike spreadsheets, disconnected software and paper-based systems, ETM brings everything together in one secure platform, making it easier to manage workforce capability, demonstrate compliance and be audit ready every day.
When an auditor arrives, they don’t ask to see your LMS. They ask to see the evidence.
A Learning Management System (LMS) is primarily designed to deliver online training courses and manage learning content.
A Training Management System (TMS) manages the broader workforce training and compliance framework. It tracks employee training requirements, competencies, licences, certifications, qualifications, training records, expiry dates and the supporting evidence required to demonstrate workforce compliance.
Employee Training Manager (ETM) is an evidence-based Training Management System (TMS). While online training completed in an LMS can be recorded as part of an employee’s training record, an LMS represents only one component of the overall workforce training and compliance process.
Many organisations use both systems together. The LMS delivers the training, while the Training Management System manages the employee, the training records, the evidence and workforce compliance.
When an auditor arrives, they don’t ask to see your LMS. They ask to see the evidence.
Learn more about Training Management Systems and why organisations are moving beyond traditional Learning Management Systems.
A training matrix is a structured overview that shows which employees have completed required training and which training requirements are still outstanding.
Training matrices help managers quickly identify compliance gaps, monitor certification expiry dates and ensure employees maintain the training required for their roles.
Learn more about an employee Training Matrix Software.
Yes. Employee Training Manager automatically generates live training matrices based on employee roles, required competencies, licences and certifications. Training matrices update automatically as employee records are completed or renewed, giving managers a real-time view of workforce compliance..
A skills matrix is a structured overview that shows the skills, competencies or capabilities held by employees across a team or organisation.
It allows managers to see who has specific skills, what level of proficiency they have and where skill gaps exist within the workforce.
Skills matrices are commonly used to support workforce planning, training development and capability management. When used alongside a training matrix, organisations can monitor both employee capability and required training completion.
Learn more about our Skills Matrix Software.
A training matrix shows whether employees have completed the training, licences or certifications required for their role. It answers the question:
“Has the required training been completed?”
A skills matrix shows the skills, competencies and capability of your workforce. It answers the question:
“What can this employee actually do?”
Employee Training Manager combines both in one platform and goes a step further with graded competency assessments. Instead of simply recording that training has been completed, organisations can assess an employee’s level of proficiency, such as Under Supervision, Independent, Competent or Trainer/Subject Matter Expert (SME), depending on how your organisation defines competency.
This gives managers visibility of training completion, current competency and workforce capability, helping identify compliance gaps, skills shortages and employees who are ready to perform work independently.
Graded competency assessments allow organisations to measure how proficient an employee is at performing a task or competency, not just whether they have completed the required training.
Unlike a simple pass or fail assessment, graded competency assessments record an employee’s current level of capability using organisation-defined proficiency levels, such as Under Supervision, Independent, Competent or Trainer/Subject Matter Expert (SME).
This gives managers greater visibility of workforce capability, helping identify employees who require additional coaching, are ready to work independently or are qualified to mentor and assess others.
Employee Training Manager allows organisations to create customised graded assessment levels that match their operational requirements, providing a more accurate picture of employee competency, workforce capability and operational readiness.
Learn more about our Manufacturing Training Management System.
A training matrix shows which employees have completed required training and certifications for their roles.
A skills matrix shows the capabilities and proficiency levels employees have across different tasks or competencies.
While a training matrix helps organisations track compliance requirements, a skills matrix provides visibility of workforce capability and experience.
Using both together allows organisations to understand what training has been completed and what skills employees actually possess.
Employee Training Manager combines both training matrix and skills matrix functionality, allowing organisations to manage training compliance while also maintaining visibility of workforce capability in one structured system.
Employee Training Manager (ETM) can manage many types of evidence of employee training, certification and licence records.
Organisations can record and track:
• internal training courses
• external training courses
• employee licences and certifications
• workplace inductions
• safety training
• toolbox talks or meetings
• competency assessments
• contractor and labour hire training records
• continuing professional development (CPD) or continuing education (CE) credits
Each record can include the completion date, expiry date, renewal requirements and supporting evidence, helping organisations keep clear and accurate training records.
This allows organisations to see who has completed training, what licences they hold and when training needs to be renewed.
Learn more about Training Records Management
Yes. Employee Training Manager (ETM) can track certification and licence expiry dates for employees across the organisation.
The system records certification completion dates and automatically tracks current and upcoming expiry dates, helping organisations maintain accurate training and licence records.
Managers can quickly see which certifications are valid, expiring soon or overdue through reports and dashboard visibility. ETM also provides traffic light indicators and alerts to highlight upcoming renewals.
This allows organisations to plan refresher training, workforce availability and compliance requirements, helping managers schedule training, avoid expired certifications and support workforce planning and budgeting.
Role based access allows managers and supervisors to view the status of certifications within their teams, ensuring training requirements are monitored across departments and projects. Learn more about our Training Tracking Software
Yes. Employee Training Manager (ETM) supports training records for employees, contractors, labour hire workers, volunteers and casual staff.
This is particularly important for organisations operating in industries where contractor workforces are common and compliance obligations must be maintained across the entire workforce. ETM provides a single source of truth, allowing organisations to manage employee and contractor compliance from one secure platform.
ETM also supports Audit Archive, enabling organisations to securely retain the training records, competencies, licences, certifications and compliance evidence of former employees and contractors. Archived records remain fully searchable and available for future audits, legal enquiries, insurance claims or if a worker returns, while not contributing to your active employee subscription tally.
Learn more about Former Employee Records and Audit Archive.
Leading organisations use a Training Management System (TMS) to create a single source of truth for workforce training and compliance.
Employee Training Manager (ETM) uses role profiles to define the training, competencies, licences, certifications, Verification of Competency (VOC), Standard Operating Procedures (SOPs), inductions and other compliance requirements for each position. Employees are then automatically measured against these requirements, making it easy to identify compliance gaps, expired qualifications and outstanding training.
ETM manages both internal and external training, while storing all supporting evidence, certificates and assessment records in one secure platform. This provides organisations with a complete view of workforce capability, compliance and operational readiness, replacing disconnected spreadsheets, filing systems and multiple software applications with one single source of truth.
Learn more about Employee Training Tracker
Many organisations begin by tracking employee training in spreadsheets, but as their workforce grows, spreadsheets become difficult to maintain, prone to human error and time-consuming to update. They also make it difficult to demonstrate compliance when training records, certificates and supporting evidence are stored across multiple files, folders and systems.
Employee Training Manager (ETM) replaces spreadsheets with a single source of truth for employee training records, competencies, licences, certifications, Verification of Competency (VOC), Standard Operating Procedures (SOPs) and compliance evidence.
Using role profiles, ETM automatically tracks training requirements, identifies compliance gaps, monitors certification expiry dates and generates live training matrices and compliance reports. This helps organisations stay audit ready every day—not just when an audit is scheduled.
When an auditor arrives, they don’t ask to see your LMS. They ask to see the evidence.
Learn more about Employee Training Records Management.
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A Training Management System (TMS) helps organisations manage workplace safety compliance by providing a single source of truth for employee training records, safety inductions, competencies, licences, certifications, Verification of Competency (VOC), Standard Operating Procedures (SOPs) and supporting compliance evidence.
By automatically tracking training requirements, monitoring certification expiry dates and identifying compliance gaps, a Training Management System helps organisations reduce risk and remain audit ready every day, not just when an audit is scheduled.
Employee Training Manager (ETM) uses role profiles to automatically map safety training requirements to each position, helping ensure employees have the right training and competencies to perform their roles safely and effectively.
Learn more about Safety Training Records Management.
A Training Management System (TMS) helps organisations demonstrate that employees have the training, skills, competencies and qualifications required to perform their roles safely and effectively.
Many ISO management system standards, industry accreditation programs and customer compliance requirements expect organisations to identify training needs, assess employee competency, maintain accurate training records and provide evidence that employees are trained and competent for the work they perform.
A Training Management System supports these requirements by:
This helps organisations remain audit-ready every day, while reducing the administration required to manage workforce compliance.
Learn more about a Training Management System (TMS)
Employee Training Manager (ETM) is an evidence-based Training Management System that uses role profiles to automatically map the training, competencies, licences, certifications, Verification of Competency (VOC), Standard Operating Procedures (SOPs) and other compliance requirements for each role.
ETM helps organisations:
By providing a single source of truth for workforce capability and compliance, ETM helps organisations demonstrate that employees are trained, competent and authorised to perform their roles.
When an auditor arrives, they don’t ask to see your LMS. They ask to see the evidence.
Learn more about Employee Training Records Management.
A Training Records Management System
helps organisations prepare for external audits by defining the training, competencies, licences, certifications and other compliance requirements for each role, then automatically measuring every employee against those requirements.
Using role profiles, organisations can identify compliance gaps, monitor certification expiry dates, track internal and external training, record Verification of Competency (VOC), maintain Standard Operating Procedure (SOP) acknowledgements and securely store all supporting evidence in one place.
This provides a single source of truth for workforce compliance, allowing organisations to quickly produce the records and evidence required during customer, regulatory, safety and industry audits.
Employee Training Manager (ETM) automates this process with role profiles, live training and skills matrices, competency management, compliance reporting and Audit Archive, helping organisations remain audit-ready every day, not just when an audit is scheduled.
Employee Training Manager also helps you manage your former employee records.
Most organisations are required to retain employee training and competency records for years after an employee leaves, whether for audits, insurance claims, legal requirements or compliance investigations.
Employee Training Manager provides a single source of truth for both your active workforce and your Audit Archived employees. Archived employee records are securely preserved, remain fully searchable and retrievable, and do not count towards your active subscription, allowing you to meet your record retention obligations at no additional cost.
When an auditor arrives, they don’t ask to see your LMS. They ask to see the evidence.
A single source of truth means all employee training records, competencies, licences, certifications, Verification of Competency (VOC), Standard Operating Procedures (SOPs) and supporting evidence are managed in one secure system.
When training records are spread across spreadsheets, paper files, SharePoint, emails and multiple software platforms, it becomes difficult to know which information is current, complete and accurate. This increases administration, creates compliance gaps and makes audits more time-consuming.
A Training Records Management System provides one trusted location for both current and historical workforce records. Every document, assessment and training outcome is linked to the employee, with date-stamped audit history and supporting evidence available whenever it is required.
Employee Training Manager (ETM) provides a single source of truth through role profiles, training matrices, skills matrices, competency management, licence and certification tracking, expiry monitoring, Audit Archive and secure evidence storage. This allows organisations to demonstrate that employees are trained, competent and authorised to perform their roles during customer, safety, ISO and regulatory audits.
Data stored within the platform is hosted within secure Amazon Web Services (AWS) cloud infrastructure.
The platform operates from hosting environments in Australia and the United States, with regional hosting options available for organisations that require data residency within specific jurisdictions, including the European Union.
Onecard ETM is protected by AWS network security controls and firewall protections.
All environments are protected using modern security practices, including encrypted data transmission in transit and at rest, and controlled access permissions.
Access to the platform is secured through two factor authentication (2FA) for all user logins. Within the system, role based access permissions allow organisations to control which users can view, edit or manage workforce training, certification and competency records.
Organisations using Employee Training Manager remain the data controller of their workforce training records and related evidence.
Onecard acts as the data processor, providing and managing the software platform and infrastructure that stores and processes the data on behalf of the organisation.
Organisations retain full control of their training records and associated data within the platform and can export or download their records at any time.
Yes. Training records, certifications, licences, competencies and related reports can be exported when required.
This allows organisations to provide documentation during internal reviews, compliance audits and regulatory inspections.
Access to information within the platform is controlled through role based permissions, allowing organisations to determine which users can view, edit or manage workforce training and competency records.
Where required, organisations can also enable employees to access their own training records, allowing them to review their certifications, licences and training history.
Access to employee training records within the platform is managed through role based permissions and visibility controls.
Organisations can define what each user can see and do based on their role, such as employee, supervisor, manager, people leader or administrator. Employees can be given access to view their own training records, certifications and competencies, while supervisors and managers can be granted visibility of the employees and teams they are responsible for.
The platform also supports hierarchical access, allowing multiple supervisors or managers to have appropriate visibility of their teams where oversight is shared across departments, projects or operational areas.
These controls allow organisations to manage who can view, update, approve or administer workforce training, certification and competency records while ensuring users only have access to information relevant to their responsibilities.
ETM stores structured training records and supporting evidence so organisations can demonstrate that employees have completed required training.
This helps support compliance requirements under workplace safety and regulatory frameworks such as WHS, OSHA, HSE and industry specific standards.
Employee Training Manager (ETM) subscriptions are based on the number of active employee records you manage, not the total number of employees your organisation has employed over time.
This means you only pay for the employees you are actively managing. Former employees can be moved to Audit Archive, where they no longer contribute to your active employee subscription tally while their training records, licences, competencies and supporting evidence remain securely available for future audits, compliance reporting, legal enquiries or if they return to your organisation.
ETM offers standard subscription tiers for organisations managing up to 500 active employees. If your organisation requires more than 500 active employees, please contact the ETM Support Team to discuss an Enterprise subscription tailored to your workforce requirements.
ETM continuously monitors your active employee subscription tally and will notify your administrators before your subscription limit is reached, giving your organisation time to arrange an upgrade or move former employees to Audit Archive.
Once your active employee subscription limit has been reached, you will not be able to add new employee records until you:
This ensures you always have control over your active employee subscription while maintaining a complete history of former employee records for future audits, compliance requirements or if an employee returns.
No.
Employee Training Manager does not require you to sign a long-term lock-in contract.
We believe you should continue using ETM because it delivers value to your organisation—not because you’re locked into a long-term agreement.
You can subscribe to Employee Training Manager at any time: before, during or after your free trial
Because ETM has no lock-in contracts, you can choose the option that best suits your organisation. If you need assistance, simply contact the ETM Support Team.
No.
We understand that obtaining internal approval, budget sign-off or a purchase order can sometimes take longer than expected.
If you need additional time, simply contact the ETM Support Team before your free trial expires. We’ll work with you to help ensure you don’t lose access to your ETM portal or the employee records, training data and system configuration you’ve already entered while your organisation completes its approval process.
We understand that internal approval processes can take time and will work with you to help ensure your ETM trial continues while your organisation completes its approval process.
Employee Training Manager uses FastSpring as our secure global payment provider.
FastSpring accepts all major credit and debit cards and automatically calculates, collects and remits applicable GST, VAT, sales tax and other local taxes, based on your billing location.
For organisations purchasing an annual subscription, we can also arrange payment by wire transfer (bank transfer) if required. Simply contact the ETM Support Team, and we’ll be happy to assist.
Yes.
Employee Training Manager uses FastSpring as our Merchant of Record. FastSpring automatically calculates and applies any applicable GST, VAT or sales taxes based on your billing location and local tax regulations.
This means customers receive compliant invoices without needing to calculate local taxes themselves.
If your credit or debit card is about to expire, FastSpring, our secure payment provider, will email you with instructions on how to update your payment details.
Once your new card details have been updated, your ETM subscription will continue as normal.
If you experience any problems or have any questions, the ETM Support Team will be happy to assist.
If a subscription payment cannot be processed, we’ll notify you by email and provide an opportunity to update your payment details.
If payment is not received after several reminders, your account may be suspended until payment has been made. Your data remains secure throughout this process.
If you’re experiencing any difficulties, please contact the ETM Support Team.
No.
If your organisation is waiting for a purchase order (PO), internal approval or procurement process to be completed, simply contact the ETM Support Team as soon as possible.
We understand that procurement processes can take time and will work with you to help ensure your ETM portal remains active while your subscription upgrade is being processed, so you don’t lose access to your employee records or interrupt your day-to-day operations.
To avoid any delays, we recommend starting your internal purchase order or procurement process as soon as you receive a notification that your active employee subscription is approaching its limit.
Our goal is to keep your workforce compliance running smoothly while your organisation completes its internal approval process.
Yes.
Employee Training Manager does not have lock-in contracts, so you can cancel your subscription at any time.
If you’re thinking about cancelling because your organisation’s requirements have changed, we recommend contacting the ETM Support Team first. We may be able to suggest a more suitable subscription option, including reducing your active employee capacity or moving former employees to Audit Archive to help lower your subscription costs.
If you do decide to cancel, we’ll be happy to assist with the process and answer any questions you may have.
