Free buyer’s guide
Still digging for training records when an auditor asks?
See what a training records system should do, what it typically costs each month, and what to ask a vendor before you sign.
- 23-feature comparison chart
- Typical monthly price ranges
- Security questions to ask a vendor
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What’s inside
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01Pricing and other costs
Typical monthly price ranges, plus onboarding, support and migration training costs to plan for.
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02A comparison chart
23 features sorted into Standard, Advanced and Premium packages, so you can see what each level includes.
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03Security questions to ask
What closed systems, encryption and backups mean, and what to ask a vendor before you trust them with your records.
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04Features to look for
Uploading paper certificates, QR code verification, automated expiry alerts and gap analysis reporting.
Who it’s for
Safety, HR and operations teams who are:
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Still on spreadsheets and a shared drive
See how Excel uploads and photos of paper certificates get your existing records into a system without retyping them.
Start on page 9 -
Outgrown your current system
Check your current setup against 23 features, sorted into Standard, Advanced and Premium packages.
Start on page 13 -
Have an audit or inspection coming up
Learn how QR code verification and expiry alerts help you show proof of training in seconds.
Start on page 4
Common questions
How much does a training record management system cost?
Most systems charge a minimum monthly fee plus a price per user, and the total goes up with more users and features. The ranges in our guide run from $1 to $100 per user each month, plus a minimum fee of $200 to $1,000. The guide breaks this down by package level and covers onboarding, support and migration costs.
What security questions should I ask a vendor?
Ask if it is a closed system, how private information like social insurance numbers is encrypted, and where your data is backed up. Ask for their backup and disaster recovery documentation instead of assuming it exists. The guide explains what each of these terms means.
What features should a training records system have?
Start with central storage you can sort by location, user or job type, alerts before certificates expire, and a way to upload photos of paper certificates. Then look at QR code verification, gap analysis, and mobile and offline access. The guide’s comparison chart sorts 23 features into three package levels.
How do I narrow down my choices?
The guide lays out five steps, in this order:
- List the features you need.
- Check how your current records will move over.
- Decide which security features you can’t do without.
- Read reviews from current customers.
- Demo or trial the systems still on your list.
Saving demos for last means you only test a handful of systems, not ten.
Know what to ask before you sign
The comparison chart, typical monthly prices and the security questions to put to every vendor, in one free PDF.
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