---
id: KB-CF-017
url: https://app.codecontract.io/help/use-cases-by-capability/keeping-track-of-team-training
idioma: en
categoria: casos-por-funcionalidad
audiencia: usuario
nivel: intermedio
actualizado: 2026-08-13
tambienEn: [es]
relacionados: [KB-CF-001, KB-CR-016, KB-CF-019]
citadoPor: [KB-CS-040]
---

# Keeping track of team training

_What expires here is not a company document: it is a person's authorisation to do their job._

**Responde a:** employee training control · training matrix and expiries · evidencing someone is trained · team licences and certifications

Expiry control usually gets built for supplier documents. And then it turns out that what is most often asked for in an inspection or after an incident is not a company's insurance: it is whether that specific person was authorised for what they were doing that day.

## Why it is controlled worse than everything else

| Supplier document | A person's training |
| --- | --- |
| One per company | One per person and per subject |
| Expires on a clear date | Depends on when each person did it |
| Requested by whoever runs purchasing | Requested by nobody until it is needed |
| If missing, you chase it | If missing, that person should not be doing that |

> [!IMPORTANT]
> The last row is the real difference. Expired insurance is solved by asking for it; expired training **is not solved with a phone call**: they must be trained again, and until then that person should not be in that role. So here the warning margin is not a convenience — it must be enough to arrange a course, not to send an email.

## What to hold per person

1. **What their role requires, written down** — Unwritten, each manager demands what they believe and nobody can verify anything.
2. **What they hold and since when** — With the certificate, not a note saying they did it.
3. **When it expires and who arranges renewal** — By name: "HR" does not book courses, a person does.
4. **And what happens meanwhile** — It is the uncomfortable decision, and better taken calmly.

> [!WARNING]
> The case that wrong-foots people is someone changing role inside the company. Nobody onboards or offboards them: they are the same employee, with the same training they had — which was for their previous role. **An internal move triggers no review, and it is exactly when someone starts doing something they are not trained for**, in complete good faith on both sides.

## What you must be able to show

**En corto**

- That they were trained before starting that task, not after.
- The certificate, not the course invoice.
- And that whoever delivered it was entitled to, where the subject requires it.

The first is always checked and fails by weeks: the course happened, the certificate arrived later, and in between there was work. The date that counts is the training date, which is why it is worth recording when it took place, not only when the paper arrived.

> [!NOTE]
> The same applies to licences, authorisations and internal permits: driving a forklift, handling food, working at height, entering a restricted area. The mechanics are identical; who demands it changes.

**What about training delivered in-house?**

It counts the same, and is recorded the same: who delivered it, to whom and when.

**Can the employee supply their own certificate?**

Yes, by their link, and it arrives sooner and lands in their file.

**Must it be kept after they leave?**

For the applicable period: it evidences what they did while they were there.

## Ejemplos

**An operator moves to a different role internally and starts using new machinery.**

- The role change triggers a review of what the new role requires

→ A missing authorisation is spotted before they use it, rather than after an incident.

**A technician is stopped at a client's gate because their training lapsed a month ago.**

- Records each person's training with its validity
- Warns with the lead time the renewal needs
- Checks per person before assigning them to a job

→ Renewal happens before it hits the rota, not at the client's gate.

**Somebody new joins and starts without the training done.**

- Checks what is missing before assigning them work

→ Onboarding is resolved before the first job.

**A client asks you to evidence the training of the team coming in.**

- Checks each person's file

→ The handover is prepared in minutes.

**Training happens and the certificate stays on paper.**

- Captures it and attaches it to the person

→ The paper stops being the only copy.

**All the training expires in the same month.**

- Warns far enough ahead to spread it out

→ The calendar spreads out.