The ArchwayHR Blog

How to be More Efficient With Employee
Certification Tracking

You may be hiring a driver for your delivery truck who needs a Commercial Drivers License, or you might need to track the CPR certifications of your employees. Either way, you are going to need an employee certification tracker to stay on top of things.

If you are an HR manager, you know how important it is to ensure that your employees are certified for certain skills. For example, your staff running certain equipment may need to be certified to ensure their safety and that of others. You need to make sure that they got their certification, or you could be putting your people at risk. The stakes may not always be life or death, but they’re all important, just the same.

The problem is that employee certification tracking can be tedious, especially for bigger companies. That’s why it is crucial that you know how to do it efficiently. Archway HR shares five easy to follow steps with you:

  1. Keep Detailed Certification Records
    If your employees work for you for many years, you must know how they handle their certifications. Do they renew their certificates in a timely manner? Do they always complete training or fail to re-engage when refresher courses are offered? You need to have a detailed record of these things that could serve as your basis for your decisions in the future.
  2. Assess Status Reports
    You should have a regular schedule when you are reviewing status reports of the certifications of all your employees. Instead of doing it manually (which, admit it, you might be able to get to just once a month or so), you might consider getting software that will deliver you the status reports at regular set times.
  3. Set Reminders for Expiring Certifications
    When your team needs to get recertified every year or so, you might have to take the responsibility of reminding them. Make sure you have an efficient notification system so that you get reminded when one of your employees needs a recertification. You can’t expect your employees to remember these things when they do a lot of tasks all the time, so help them stay on top of it.
  4. Streamline Renewal Processes
    You can go the extra mile and provide your employees with the resources they need to get recertified - whether those are registration forms, contact information and addresses, reviewers, and others. You may also want to be organized with the categories of the certifications that you need from your employees and rank them according to importance.
  5. Communicate Your Certification Requirements Clearly
    It’s not uncommon for certification processes to be overlooked, especially when there’s no streamlined communication method that can update employees about necessary certifications. This should be a different platform from what you use for your daily workplace communication. It would be best if there’s a standalone app that’s just for certification tracking and communication so that your team members can check where they are at and be quickly reminded if they need to be recertified anytime soon.


These are just some of the ways you can improve your employee certification tracking process. As you can see, the key to efficient tracking is having an application that will let you store certification records, track training hours, update multiple records at once, remind you of upcoming expirations recertifications, and allow you to communicate with the employees who need to be recertified. Archway HR is an efficient employee certification tracker that can help simplify your tracking process and improve your compliance at the same time. Contact our team today so we can show you how our tracker can help your organization!