Employee Training Records Management Software
Employee Training Manager (ETM) by Onecard is the training records management software built for organisations that need more than a spreadsheet.
Most organisations have training records. Few have evidence. ETM changes that.
ETM works alongside or integrates into your existing software — providing a complete view of workforce training compliance and workforce readiness.
What is employee training records management?
Most organisations track training in some form — spreadsheets, shared folders or email trails. The issue is not recording that training happened. It is proving it, keeping it current and linking it to roles when it matters.
A training records management system sits at the centre of your workforce technology. It does not replace your existing systems — it provides the structured, verified compliance data they rely on.
When your organisation needs to know if an employee is trained, licenced and compliant, this is the system of record that answers that question.
ETM is the operational backbone of your workforce compliance
A training records management system is not a single tool — it acts as the central system that provides a single source of truth. ETM includes:
- Live training and skills matrix
- Training needs analysis and gap identification
- Role mapping and requirement tracking
- Date-stamped evidence and audit records
- Training booking and scheduling
- CPD and CE training tracking
- Integration with HR, safety and learning systems
- And more
ETM connects every employee, role, licence, certificate and piece of evidence into one structured, auditable record.
Built for growing teams and compliance heavy workforces
ETM is built for all levels of compliance — from straightforward day-to-day record keeping through to the complex, regulated demands of manufacturing, engineering, healthcare, defence and government departments. SMBs and large organisations alike benefit from the same structured, capable system.
Whether you manage 20 employees or 20,000, ETM employee training records management software gives you the visibility, structure and evidence you need to stay compliant and audit-ready.
We believe that just because your compliance obligations are complex, your training management software should still be easy to use — and ETM is.
Why spreadsheets create compliance risk
Spreadsheets were never designed to manage training compliance across a workforce. When training records are scattered, manual and unverified, organisations carry risk they often cannot see until it is too late.
Scattered data across systems
Records split across spreadsheets, shared drives, email inboxes and paper files create inconsistency and gaps that are invisible until audited.
Certificates stored in folders
Certificates saved in unstructured folders — or not at all — cannot be linked to individual training records. Finding evidence under audit pressure wastes time and increases risk.
Missed expiry dates
Without automated visibility, licences and certifications lapse unnoticed. By the time a renewal is discovered, an employee may already be working outside compliance.
Manual admin overhead
Updating records, chasing completions and compiling reports manually takes significant HR and compliance time — time that should be spent on higher value work.
No clear audit trail
When regulators or auditors request evidence, spreadsheets and folder structures rarely provide the traceable, timestamped records needed to demonstrate compliance.
No live view of workforce readiness
Without a live system, there is no clear answer to: who is compliant, who is at risk, and which roles or sites carry the most training gaps right now. See how a digital skills matrix replaces spreadsheets.
If you cannot prove your workforce is trained, you are not compliant.
Scout — Onecard Training Compliance Adviser
Who benefits from a Training Management System?
Any organisation where training compliance is a legal, safety or operational obligation — not a nice-to-have. ETM is used by HR teams, safety managers, compliance officers and operations teams who need more than a spreadsheet but do not want the complexity of an enterprise system.
One of the most common questions we hear is: "Can managers see their own employees?" The answer is yes — and this is one of ETM's most powerful features. ETM uses role-based access so each person sees exactly what they need. A site manager sees their team. A department head sees their division. HR and safety see everything. Training records are no longer locked inside one team's system — compliance is visible at every level of the organisation, from the shop floor to the boardroom, without compromising privacy or data control.
Whether you are managing a single site or multiple locations, a handful of contractors or a workforce of thousands — ETM scales to your organisation without adding complexity for the people using it daily.
Teams that use ETM
- HR and people teams managing onboarding and compliance
- Safety and WHS teams tracking licences and inductions
- Operations managers overseeing site readiness
- Compliance and quality teams preparing for audits
- Training coordinators scheduling and recording completions
- Contractors and subcontractor compliance managers
- L&D teams linking learning outcomes to role requirements
See how ETM works for your team — book a personalised walkthrough
Book a personalised demoA single source of truth for workforce capability
ETM acts as a single source of truth for employee training, licences, certifications, competencies and evidence. Instead of answers spread across systems, teams and inboxes, the information is structured, live and accessible to the right people — at any time.
Any authorised person can immediately answer the questions that matter most during audits, incidents or operational planning:
- Who is trained and current across all mandatory requirements
- Who is missing requirements for their role
- What is expiring in the next 30, 60 or 90 days
- Who is booked into upcoming training
- What evidence is attached to each training record
- Which roles, teams or sites carry the most training risk
- Where compliance gaps exist and what risk they represent
ETM replaces the fragmented picture created by spreadsheets and shared folders with a single system that connects:
- Individual employee records to their role requirements
- Certificates and evidence directly to each training record
- Expiry dates to automated alerts and renewal workflows
- Manager reports and training matrix updated for live team compliance status
- Audit reports to timestamped, evidence-backed history
From training records to workforce capability
Tracking who completed a course is only part of the picture. Most organisations can tell you what training ran and who attended. Far fewer can confidently answer whether their workforce is actually competent, compliant and ready for work right now.
ETM closes that gap. By connecting training completions to role profiles, competency requirements and evidence — and surfacing gaps in a live skills matrix — it shifts the conversation from activity to outcome.
Completion tracking tells you what happened
Someone attended a course. A box is ticked. The record is stored.
Capability visibility tells you where you stand
Which employees meet their role requirements. Which are expiring. Which sites carry risk. Which gaps need addressing before the next audit or incident.
ETM gives you a full range of customisable training and skills matrix reports built for every requirement in your organisation.
Fully flexible and built to your structure — filter by role, team, site, department or risk level. Use your own terminology. Share live views with managers or export for audits. Best of all, the reports are instant and easy to use from day one.
Scout — Onecard Training Compliance Adviser
Clear, visible reporting across your workforce
Training records only matter if you can see what is happening. ETM provides real time reporting so organisations can quickly understand compliance status, gaps and workforce capability.
Reports are not static outputs. They are live views of your workforce, built for audits, compliance and day to day decision making.
Live training and skills matrix showing workforce compliance, role requirements and capability at a glance
The training and skills matrix provides an instant view of workforce capability, compliance gaps and role requirements.
Training and Skills Matrix
A fully customisable training and skills matrix that tracks mandatory and desirable role requirements across your workforce.
- Role
- Team
- Site
- Compliance status
Training Search Reporting
Search and filter training records across your workforce using custom fields and data filters.
- Missing training
- Expired licences
- Upcoming renewals
Date Range Reporting
Filter records by date range to support audits, compliance reviews and forward planning.
Employee Reporting
Clear employee level reports showing training history, certifications, compliance status and supporting evidence.
Version Control Reporting
Track updates to procedures, SOPs and work instructions — including who has acknowledged changes.
CPD and Certification Tracking
Monitor CPD points and certification totals across individuals and teams.
All reports are designed so the owner can be confident the data is accurate, controlled and has not been altered.
ETM does not just store training data. It provides structured reporting that allows organisations to collate, filter and share information quickly.
From instant gap analysis to training needs identification, ETM turns training records into clear, actionable insight.
Intuitive, scalable and ready from day one
ETM is designed to be easy to set up and straightforward to use — whether you are a small business that needs a compliance backbone without the overhead, or a larger organisation managing hundreds of employees across multiple sites and roles.
The system scales with your workforce without adding complexity. You do not need a dedicated system administrator, a long implementation project or specialist training to get value from ETM from day one.
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Easy to set up and configure
ETM is built to be set up without technical complexity. Role profiles, training requirements and employee records can be configured quickly — and adjusted as your workforce or compliance needs change.
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Suitable for SMBs who need a compliance backbone
You do not need an enterprise budget or IT department to run a structured compliance system. ETM gives smaller businesses the same visibility and control as large organisations — without the cost or complexity.
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Managers get answers, not admin
Training status, gaps and expiries are visible by team, role or site — no report building or HR requests required for day-to-day oversight.
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Easy to use — and backed by people who understand compliance
ETM is intuitive and easy to set up. Our How To Hub has a range of videos to support you at every step. If you have more complex needs or just want some advice, we are happy to help — book a chat or a demo and speak with someone who understands training compliance, not just software.
System integrations that support your existing platforms
ETM sits at the centre of your workforce technology stack and supports the systems around it. Training records, evidence and compliance data stay aligned across your existing platforms — without duplication or manual reconciliation.
HR Systems
Sync employee records, onboarding status and role data with your existing HR platform.
Safety Systems
Connect with WHS, safety management and incident platforms to keep training compliance aligned with your broader safety obligations.
Online Learning Systems
Connect with your online learning or training delivery platform to pull course completions directly into ETM records without manual data entry.
Workforce Management
Keep training compliance data aligned with rostering, shift and contractor management systems.
Built for compliance driven industries
ETM is built for organisations where training compliance carries legal, safety or operational weight — and where the cost of non-compliance is significant. These are sectors where evidence, expiry visibility and audit readiness are not optional.
Manufacturing
Safety inductions, equipment licences, quality competencies and regulatory compliance across production workforces.
Construction
Site inductions, trade licences, white cards, working at heights and subcontractor compliance tracking.
Mining & Resources
High risk work licences, mandatory safety training, competency verification and contractor management across sites.
Defence Suppliers
Security clearances, facility access, role specific authorisations and compliance evidence for regulated supply chains.
Logistics
Forklift licences, load restraint, fatigue management and multi-site workforce compliance visibility.
Healthcare
Clinical competencies, professional registrations, mandatory training and evidence management across care teams.
Local Government
Diverse workforce compliance covering field operations, depot safety, licensing and multi-team training requirements.
Contractors
Manage contractor inductions, licence verification, site authorisations and compliance evidence in one structured system.
Common questions about employee training records management
How is ETM different from a basic training tracker?
A basic tracker records whether training is complete. ETM manages the full compliance picture — role based requirements, expiry visibility, evidence integrity, customisable skills matrix data and audit ready reporting. Where a tracker tells you what happened, ETM tells you where your workforce stands right now and what compliance risk exists across roles, teams and sites.
Can managers see their own team's training compliance — or is it locked in HR?
This is one of the most common questions we hear — and the answer is yes. ETM uses role-based hierarchical access so each person sees exactly what they need. A site manager sees their team. A department head sees their division. HR and safety see everything. Training records are no longer locked inside one team's system. Compliance visibility reaches every level of the organisation — from the shop floor to the boardroom — without compromising data control.
Can ETM filter reports and the training matrix by department, site, role or risk level?
Yes. ETM's customisable training and skills matrix reports can be filtered by any combination of employee, role, team, department, site or training type — using your own organisational terminology. Reports are instant, flexible and easy to use. Full historical data is retained with hierarchical access controls. Leadership gets the compliance overview. Managers get their team view. The live skills matrix updates automatically as training is completed.
How does ETM reduce admin time for training and compliance teams?
The biggest sources of compliance admin — chasing completions, manually checking expiries, compiling reports, hunting for certificates — are eliminated when records are structured and visible in ETM. Mandatory requirements are defined by role so gaps are calculated automatically. The live skills matrix shows instantly who is current and who is not. Expiry alerts fire before licences lapse. Managers handle their own team visibility without needing HR to pull data for them.
Can employees check their own training status and requirements?
Yes. ETM allows employees to view their own training profile — completions, current status, expiring records and mandatory requirements for their role. This reduces queries back to HR and safety teams and gives employees ownership of their own compliance. Access is controlled by role and hierarchy so employees see only their own data, managers see their team and administrators see the full picture.
How do organisations prove training compliance during audits?
ETM provides audit ready reports showing training completions, expiry status and evidence for any combination of employees, roles, teams, sites or date ranges. Every certificate and completion document is stored against the relevant record — date-stamped, traceable and accessible on demand. This removes the manual scramble that typically accompanies compliance audits and gives your organisation a clear, evidence-backed compliance history at any point in time.
Can ETM integrate with our existing HR, safety and learning systems?
Yes. ETM sits at the centre of your workforce technology stack and supports the platforms around it. It can connect with HR systems, safety management platforms, online learning and training delivery systems and workforce management tools — so training records, employee data and compliance information stay aligned without duplication or manual reconciliation. ETM is the system of record that answers the compliance question for every platform that needs to know.
What kind of support does ETM provide — and who provides it?
Support comes from our own team — training professionals who understand compliance, not generic helpdesk agents. We built ETM to solve real workforce compliance problems and we back it with responsive, knowledgeable customer service. Most clients are up and running quickly. When questions arise — about configuration, reporting or compliance-specific requirements — you are speaking with people who understand the context, not just the software.
Ready to take control of your training records?
Replace spreadsheets with a structured training management system built for compliance, evidence and workforce capability.