8 ways Training Records Manager makes managing training easy

Posted by Emily Hill on Thu, Feb 15, 2018

Our software is continually evolving. This is why the Qualsys team all undertake regular refresher training.  It is crucial that we know how to make the new features and enhancements work for our customers. 

Last week, Caroline Wilson, Service Implementation Manager at Qualsys, ran a training session on the module "Training Records Manager". 

In this article, I asked Caroline to share 8 of the best things about the Training Record Manager module. 



1) Use for all different types of training records 

You can use this module for all different types of training records. It's used for SOPs, internal training, induction, health and safety, FLT assessments, medicals, working at heights, health surveillance and lots more. 


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2) It's automation at its best

I've worked in quality for 5+ years. In my previous roles, I would have loved to have had a system like this. It's a million times better than using spreadsheets. For example, all the training planning process takes place in one central system. Instead of having to email and book training in everyone's calendar, as an administrator you can automate this from the system. Notifications and due dates are set in the system, so you are not spending hours chasing people. 


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3) Ratings

If as a business you invest in your employees and your training, it's a big risk for your business if the training provider isn't any good.

As an administrator, you can add a form field which ensures your employees rate their training. This is a really powerful tool. Getting this feedback is really useful when planning for the next year of training. 


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Johnson and Scholes: Business Cultural Web, http://wikireedia.net/wikireedia/images/5/53/Culturalweb.jpg 


4) Make the system work for your business

Many businesses have their own internal terminology. With Training Records Manager phrases can be updated centrally by administrators so you can make the system work for your business. It's a great way to get your users more engaged with the system. 


5) You get more information, in a format you can actually use

The Training Record Manager module is really flexible. When you are configuring the module, you can capture any information you want. For example you may want qualitative data about the training as well as quantitative, so you can adapt the forms to make it work for your business. 


Access Training Records Manager datasheet

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6) Custom training reports

Most of the time, your leadership teams are not going to have the time to configure dashboards and widgets. The Training Manager module provides leadership with custom training reports. This can then be enforced on their screens, so they can see any outdated training records, drill-down into high-risk areas, and chase anyone who is not fulfilling their training requirements. 


7) Confidence you’re compliant:

When compliance training needs to happen on an annual basis, it can be really easy for it to get missed. This is where Training Records Manager is really helpful. You can automatically manage a retraining schedule. So when you have a new starter or someone changes their role, you can copy a training program. It saves weeks of your time.  

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8) Integrates with other modules 

This module is not only used for external training. When used with Document Manager you can send training and quizzes on a new document or policy prior to it going live. 


Download the Training Records Manager Datasheet to learn more about the technical features and benefits of this module.  >>> 


Tags: Training Record Software

#1 Problem with Managing Your Training Records in a Spreadsheet

Posted by Emily Hill on Wed, Mar 16, 2016

Your training records spreadsheet is now so big, if you printed it off, you could wallpaper your entire office with it, and you would probably still have a heap of paper to spare. 


Perhaps you would have enough paper to decorate the furniture too? 


You update this spreadsheet almost daily. You spend a lot of time updating the records. You spend even more time chasing missing training certificates and attendance records.

From scheduling the training to producing reports for management, there is a lot of data, and it is very difficult to manage.

In this article, we confront the common issue with managing training records in a spreadsheet and show you an alternative.  


No matter how many advanced formulas you use or the amount of conditional formatting rules you put on each cell, will the process of managing your training records in a spreadsheet ever be robust enough for you? 

The #1 Problem

If you require proof of competency for your employees, if staff require regular, mandatory training and if your organisation is heavily regulated, managing training records in an excel spreadsheet quickly becomes completely unmanageable. 

Managing training records in a spreadsheet is arduous and prone to error.  It is difficult to see gaps in training competency and it is easy to overlook out-dated records. On top of this, there is no prompt to validate that training has actually taken place, leaving your organisation at risk


What if training records were systematically managed? 

What if you could guarantee employees have the competency required for their role?

What if you could demonstrate robust processes for managing training records in line with the new ISO 9001:2015 requirements?




The Alternative:  

Give up the spreadsheet battle and look for a database-driven solution which is going to meet the requirements of your modern, fast-paced and demanding business

Regulated industries are obliged to verify that their staff are competent to carry out their work or risk non-conformance, reputational damage, fines, a reduction in the bottom line, or even risk harm to staff, customers or suppliers. 

The training records management module, EQMS Training Records Manager, was launched in 2005 to offer a superior alternative to managing training records in spreadsheets. EQMS Training Records Manager provides complete visibility across all your training records, prompting action and requiesting evidence wherever required. You easily identify and plug training gaps to ensure compliance with regulatory demands. 

With insight from Quality Professionals, industry consultants and the ongoing feedback from many customers, EQMS Training Records Manager is now a popular, robust solution which provides considerable time-savings for our customers. 

Even the most heavily regulated, fast-paced businesses such as Sodexo, BT and Diageo reap the benefits of a systematic training records management system.

Key Benefits of EQMS Training Records Manager: 

  • Reduce the Risk: Request notifications when training is due so you are confident employees always have the required training. 
  • Save Time: Bulk upload training and instantly create training reports to save considerable amounts of time. 
  • Integration: EQMS Training Records Manager integrates with other EQMS modules so you can attach training documentation to the record to save you time sending e-mails. 

For more benefits, download the EQMS Training Record Manager Datasheet 



NEW Training Matrix 

The latest version of EQMS, EQMS 6.7, incorporates a training records matrix which is generated from all of your training record data to demonstrate the live status of all training records. This provides at-a-glance management information duplication effort and enables you to instantly view any competency gaps:




From the middle of March, all current EQMS customers will have the option to upgrade to EQMS 6.7. All new customers will benefit from a range of new features in the 6.7 release.

For more information about using EQMS Training Records Manager in your organisation, please download the EQMS Datasheets for a pdf brochure.  

GRC Softwar datasheets

Tags: Training Record Software