Corporate training compliance records
When an auditor, a client or a new manager asks who was trained in what, the answer should take a minute, not a week of searching shared drives.
Short answer
Record who was trained, in what, when, by whom and until when it is valid, and keep every record in one place that can show a current status. In Certifyd each training credential has a verification page showing valid, expired or revoked, with optional expiry dates and revocation for mistakes.
What a training record should hold
- The person and the course or topic.
- The date of completion and who delivered or approved the training.
- How long it stays valid, if it must be renewed.
- A way for a third party to confirm it without calling you.
Which records you must keep, and for how long, depends on your regulator and your country. Check the rule that applies to you; this guide covers the mechanics, not the legal requirement.
Renewals and mistakes
Training that expires is where records usually fail. Set an expiry date when you issue, such as one or two years later, and the verification page shows the credential as expired once the date passes. If a credential was issued by mistake or should no longer count, revoke it and the page shows it as revoked to anyone who checks.
Run it for a team
- Import the roster of people who completed the training from a CSV file, or send completions in from your own system through the REST API.
- Choose a course-completion or professional-certification template and add your logo, the course name and the date.
- Issue to the whole group. Each person receives an email with their certificate, and you can see views, shares, downloads and verifications.
What to give an auditor, and what Certifyd is not
Each credential has a permanent verification page and QR code, so an auditor or client can check it without contacting you. You can export certificate records, recipient lists and issuance history in CSV and JSON formats.
Certifyd is not a learning management system and does not publish a SOC 2 or ISO 27001 certification today. It is hosted on Microsoft Azure with encrypted connections, and a data protection page and a data processing agreement template are available for your legal and security review. If your policy requires a specific attestation, confirm it before you buy.
A routine that keeps the records current
A record system only works if someone looks at it. A light routine is enough for most teams.
- After each training session, issue the credentials within the same week, while the attendance list is fresh.
- Once a quarter, look at which credentials expire in the coming months and plan the refresher sessions.
- When someone leaves or a course is withdrawn, decide whether their credentials should be revoked or left as a historical record.
- Keep the roster files you imported, so you can show where each credential came from.
None of this replaces your legal obligations. It simply makes the answer to who was trained, and is it still valid, something you can read off a screen instead of reconstructing.
Record-keeping checklist
- Each record names the person, the course and the date.
- Renewable training has an expiry date.
- Mistakes are revoked, not quietly replaced.
- You can export the records when asked.
- You checked the retention rule that applies to you.
Questions
Can a training certificate expire?
Yes. Set an expiry date when you issue it; the verification page shows the credential as expired after that date.
What if I issued one to the wrong person?
Revoke it. Its verification page then shows it as revoked, and you can issue a correct one.
Does Certifyd connect to my learning platform?
There are no ready-made connectors for learning platforms today. You connect through CSV import, the REST API and signed webhooks.
