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Features Overview


TRAIN TRACK® is designed to keep track of employee training.

Most organizations have some type of training requirements, either mandated by a regulatory body such as the FDA, required by law, for a certification process such as ISO, or to ensure that internal procedures are followed and that each employee knows how to carry out their job functions. To comply with these requirements, each employee needs to be assigned a specific set of training to complete, sometimes called a "training profile".

TRAIN TRACK® allows you to assign training requirements by job title, department, or individually. It gives you further control by allowing employees to have multiple job titles, making exceptions to requirements for individuals or by hire date, and setting up groups of required training. You may also limit training to one specific location.

TRAIN TRACK® maintains records of completed training that you may enter or import, or you may allow employees to log in and take an exam or verify that they have completed the training materials.

Once you have added your training requirements and your training completions, TRAIN TRACK® can tell you what training is still needed, what will be due soon, and what is already completed or scheduled. It also allows you to set due dates for needed training, and to require periodic re-training.

  • TRAIN TRACK® is a self-contained database program which is ready to use right out of the box. Each edition comes with everything you need, including the database and supporting files or applications.
  • TRAIN TRACK® is easy to use. It is available with a desktop interface or a web-based interface.
  • TRAIN TRACK® is completely customizable.

List Available TrainingTraining Detail Screenshot

  • Training records include: title, number, revision, release date, description, type, hours, expiration period, status, and exam requirements.
  • Attach a document or file to each training record which can be available for employees to review before taking an exam (file must be accessible to the application or web browser using a hyperlink).
  • Set the status of a training to "inactive" to keep the data but not include it in reports.

List Employees

  • Employee records include: employee name, ID number, phone, email, hire date, job title, department, supervisor, employee type, shift, and location.Employee detail screen
  • Add new job titles, departments, shifts, locations, or employee types just by typing them into the field, or importing them with your employee data.
  • Assign multiple job titles to each employee, or multiple training profiles.
  • Attach a document or file to each employee record.
  • Upload a photo of each employee, and track Human Resources data such as Social Security number, birth date, address, home and cell phone numbers.
  • Track skills, education, qualifications, or certificates.

Designate Required Training

  • Assign required training by job title, department, individual, or any combination.
  • Designate training required for all employees.
  • Create exceptions to exclude individuals from a required training.
  • Require a second training after the first has been completed.
  • Set up a parent/child module and the children are automatically required or completed when the parent is required or completed. The parent is completed if the specified number of children are completed.
  • Allow a substitute training to fulfill a requirement.
  • Add a Date Started and Date Due to any required training for each employee.
  • When a new employee is added, the required training is automatically listed based on job titles and department.

Automatic Email Notices

  • The program can be set to automatically send email notices to employees for training that is due or about to expire, scheduled classes, and reminders for upcoming classes (Set-up requires an SMTP server. Server must be configured correctly for email notices to be sent. For the web edition, an asp email extension may be needed).
  • You may also manually send notices to employees, supervisors, or others of training due or training scheduled.

Expiration, Revision, and Re-Training

  • Each training can be set to expire after a specified number of months, or to never expire.
  • When completions are entered, the expiration date is automatically calculated.
  • When you have a new revision for a training (or document), you may elect to automatically expire all completions from the previous version.
  • You may over-ride the calculated expiration by manually entering an expiration date.

Schedule Classes

  • Sign-in Sheet Set up approved trainers, schedule classes, and enroll employees.
  • With the Web Edition, employees may log in and enroll in scheduled classes, or you may enroll them and send an instant email notification.
  • Indicate a maximum capacity for each training location to limit enrollment.

Record Training Completion

  • Completion records include: Training, employee, revision, completion date, expiration date, cost, hours, score, and pass/fail.
  • Attach a document or file to each training completion record.
  • Completion records may be added for both required and non-required training.
  • Print sign-in sheets with barcodes and enter completion records by simply scanning in the barcodes.
  • Enter completion records for groups of employees all at once by checking off the names from a pop-up list.

View Completion Status

  • View the status of all employees required to complete each training.
  • Display only non-expired completions, or a history of all completions.
  • Status is automatically calculated as needed, scheduled, completed, failed (if an exam is required), or expired.
  • Retain training history when an employee completes a training multiple times over the years.


  • Store exam questions and answers.
  • Allow employees to take exams electronically, or indicate that they have completed a training and sign the record with an electronic signature.
  • Allow employees to review a document or presentation before taking the exam just by clicking the link.

Import and Export

  • Import data from another program or file using the Excel® templates.
  • New records will be added, and existing records will be updated with new information. If you have data exported from HR, you can use the same sheet to import from again and again and your data will be updated.
  • When you import records, new items for look-up lists (such as job title or department) will be automatically added to those lists.
  • Export data or any report to Excel® or other standard file formats, or send it as an email attachment.


  • Search and Report ScreenshotPrint over 60 standard reports featuring your own logo.
  • Use filters to create custom reports.
  • Filter for any criteria from multiple fields at once (for example, all trainings completed in May by employees in the IT department or with job title containing "Manager"). Generate reports based on your criteria or export the search results directly to Excel®.
  • Print individual certificates of completion, or print them for an entire class.

Sort, Search, and Edit Data

  • Sort, search, or filter records on any screen by any field.
  • Edit lists for drop-down menus.
  • Form validation prevents entry of duplicate records.
  • Re-arrange columns, and sort by multiple columns.
  • Double-click on a field to open the related record. For example, when looking at an employee record, double-click a training title to open that record. From the training screen, double-click an employee name to open that record.

User Access Levels

  • Assign read-and-edit, read-only, or limited access to users.
  • Allow users to edit all records, or only edit completion records.
  • Allow any level of user to view/edit only their subordinates, one department, or all employees.
  • Users are authenticated using their Windows® login; no need to type a separate user name and password.
  • Employees taking exams or viewing their own status do not need to have a Windows® login, they can type in their unique user name and password.
  • Set password expiration and timeout interval.

Audit Trail and Electronic Signatures

  • An audit trail tracks all record changes and user logins.
  • Electronic signatures and compliance with FDA 21 CFR Part 11.
  • Validation documents available (purchased separately).

See the detailed comparison chart for features included in each edition.