Many companies provide training to their employees that is essential for making sure their tasks can be executed safely, efficiently, and correctly. A lot of these certifications have expiry dates. This means many companies have a manual process where they need to individually contact each employee to let them know when their certification is expiring and when they need to re-certify. With a large number of employees, this can be a long and difficult process, especially when you have various start dates for the training.
Sending training and certification expiry reminders does not need to be a difficult task. Implementing an automated solution will make this process so much more efficient, as a lot of the work will be done for you, which can allow managers to focus on other tasks.
To make this situation a bit clearer, let’s go over an example:
Company ABC has annual safety training that their staff must complete each year. As of right now, they have a manual training and certification expiry reminder process where the manager checks their records each week to determine when each employee’s training expires. When the manager gets a list of whose training will soon expire, they contact each individual to inform them. Sometimes employees don’t answer their phone or don’t respond to the message at all.
Company ABC is looking for a way to automate this process so that managers don’t need to do this manually.
In this blog, we will go over the four steps of automating your training and certification expiry reminder process.
Step 1: Build a Staff Database
The first step of the training and certification expiry reminder process is to add all of your staff into a central database. To build the database, you have two options. The first option is to directly import all of your existing staff information into the new database.
The other option you have is to get each employee to fill out a digital form. This form should contain information such as the employee’s name, phone number, email address, required training, and the training completion date. The form is connected to the database, so each employee automatically gets their own profile created with all of the information.
Step 2: Create Reminder Timeline
The next step of the process is to create your reminder timeline. A reminder timeline is basically a set of reminder messages that all staff will receive. The timing of these reminders is fully customizable, so you can send them whenever you would like. For example, an employee could receive three reminders, one a month before the expiry, one a week before the expiry, and the last one a day before.
For each reminder message, a template must be created. This template should include a personal greeting, the name of the training that is expiring, the expiry date, and any other relevant information that the employee may need to know.
Step 3: Send Reminders
When the reminder message template is built and reminder message timeline is set, the solution will pull data from the system and send reminder messages to all staff on the appropriate dates. This all happens automatically so no human intervention is required.
If your company requires its staff to have multiple trainings, the solution will send reminder messages before each of the training’s expiry date.
Step 4: Confirm Training Re-take
As the staff completes training, they can simply confirm they completed training by responding to the reminder message. They will be able to click on a link in the message, fill out a form and update their training re-take/completion date.
That date will be updated in the database so the solution can send automated training re-take reminders on appropriate days in the coming years.
Looking to automate your training and certification expiry reminder process?
SimplyCast has you covered if you are looking to automate this process. The SimplyCast platform is a no-code platform that allows anyone to build and edit their solution. As a result, this training and certification expiry reminder solution is fully customizable and can be tweaked or altered to meet the exact needs of every company.
Click the button below to request a demo and let us show you how our solution can help you manage your training and certification expiry reminder process more efficiently.