How To Track Staff Certifications

By David Rigbye April 5, 2023

It is very important for businesses to be able to track the certifications of their staff. The process to maintain certifications can be both time and resource consuming if not done correctly, and the consequences for not tracking staff certifications carry legal ramifications on top of reducing how effectively your business operates. 

Certifications are formal qualifications that demonstrate an individual’s knowledge and skills in a specific area. They are typically obtained through training and education programs and are often required by employers for certain roles or positions.

Therefore, it is important for a business to be able to attribute the right qualifications to the right employees and maintain certifications, as this informs business operations, among other things.

Staff certifications can vary widely depending on the industry and the specific job role. Some common examples of staff certifications include:

  • Professional licences, which are required in certain fields such as healthcare, law, and accounting, and demonstrate that the individual has met the minimum requirements to practise in that field.
  • Technical certifications, such as those often required in IT, engineering, and other technical fields to demonstrate that the individual has a specific set of technical skills and knowledge.
  • Safety certifications that are often required in industries such as construction and manufacturing to demonstrate that the individual has the knowledge and skills necessary to work safely in hazardous environments.
  • Management certifications, which demonstrate that the individual has the knowledge and skills necessary to manage people and projects effectively.

In this article, we’ll cover both why businesses need to track staff certifications and how they can (and how Operandio can help).

Why do businesses need to track staff certifications?

Tracking staff certifications is important for businesses for several reasons, including;

Legal compliance

Depending on the industry, certain certifications may be required by law. For example, healthcare professionals must be licensed and certified in order to practise. Failure to comply with these regulations can result in legal penalties.

Quality assurance

Certifications provide assurance to customers and clients that the staff members are competent and qualified to perform their jobs. This helps to build trust in the business and can improve customer satisfaction.

Training and development

Tracking staff certifications allows businesses to identify areas where their employees may need additional training and development. This can help to improve overall employee performance and productivity.

Risk management

Some certifications may be required to manage specific risks associated with certain tasks or jobs. By tracking staff certifications, businesses can ensure that their employees have the necessary knowledge and skills to perform their jobs safely and effectively.

How do businesses track their staff certifications?

Now that you know why tracking staff certifications is important, we can start discussing the fairly simple process that goes into how you track staff certifications in the first place. 

The steps for a business to track staff certifications include;

Step 1 – Create a database

The business can create a database that contains information about each staff member’s certifications, including the date the certification was obtained, the expiration date, and any relevant details. This can be easily accessed and updated as needed.

Operandio comes with a knowledge base that serves this exact purpose. You can fill it with the information regarding your staff’s certifications, where it can then be easily accessed for reference.

Step 2 – Use software to track certifications

There are many software solutions available that can help a business track staff certifications. These programs can send reminders when certifications are about to expire and can help to ensure that all certifications are up-to-date.

Try Operandio

Step 3 – Conduct regular audits and track training progress

The business can conduct regular audits of staff certifications to ensure that all employees are up-to-date with their certifications and have the necessary training that they need. This can involve reviewing records, speaking with staff members, and verifying certifications with issuing organizations. It’s important to track training progress as well to make sure staff are best equipped to complete their certifications.

Step 4 – Verify employee certification

The business can require staff members to provide proof of their certifications on a regular basis. This can be done through online portals or by submitting physical copies of their certifications.

For steps 2, 3 and 4, you can use Operandio’s recurring tasks feature. That way, both you and your staff always know when certifications need to be presented, audited or updated, and you also get reminders to track training progress. 

How does automation software such as Operandio make tracking staff certifications easier?

Operandio is workplace management software that makes the process of tracking staff certifications as easy as possible. You can maintain certifications in many ways, including;

Automated reminders

With its task automation, Operandio can send reminders to staff members when their certifications are about to expire or need to be renewed. This eliminates the need for manual tracking and reduces the risk of certifications lapsing.

Knowledge base

Operandio can store all certification data in a centralised knowledge base, making it easy to access and update. This can save time and reduce errors associated with manual data entry.

Streamlined reporting

Operandio can generate reports on tasks including those regarding staff certifications, making it easy for businesses to monitor compliance and identify any gaps in certification requirements.

Real-time updates

Operandio can provide real-time updates on tasks concerning staff certifications, ensuring that businesses have access to the latest information at all times.

HR and LMS functionality

Operandio also has functionality that extends beyond task management, such as performance management and a built in learning management system, allowing for a more holistic view of staff development and training needs.

How much is Operandio going to cost?

If you want to use Operandio to help track your staff’s certification, among many other things, there are currently two available pricing plans;

  • Business Employee Management Software is ideal for managing day-to-day business operations for an affordable price, as you’ll receive:
    • Unlimited process & task management
    • Team communication & news feed
    • Business Knowledge Base
    • Manager dashboard & notifications
    • Unlimited 24/7 support
  • Enterprise Employee Management Software is an option for large or complex businesses that require custom configuration, where you’ll receive everything in the business plan, and:
    • Detailed reporting
    • Bespoke roles & permissions
    • Custom organization structure
    • Custom billing terms
    • Dedicated Enterprise support

You can get a quote by reaching out to us here, so you can get a pricing plan that meets all the individual needs of your business. 
Request an Operandio demo today, and take control of your business.