There are two different problems hiding under "training software" and buying the wrong one wastes a year.
The first is delivering training: courses, modules, quizzes, completion certificates. That is a learning management system, and if you need it, buy one.
The second is knowing who holds what, whether it is current, and where the evidence is. Forklift licences, first aid certificates, professional registrations, safety inductions, client-mandated background checks. This is a register with dates attached, and it is the problem most small teams actually have. An LMS solves it only for training the LMS delivered, which is usually a fraction of what you need to track.
This page is about the register.
What you are actually tracking
Three things, and confusing them is why spreadsheets fail here.
Requirements are rules: forklift operators need a valid licence, everyone on site needs an induction, clinical staff need annual mandatory training. Requirements attach to roles, not people.
Completions are events: this person did this thing on this date, and here is the certificate. Completions are historical and never change.
Currency is the derived question: given the requirements for this person's role and their completion history, are they compliant right now? This is the question you actually need answered, and it is the one a flat spreadsheet cannot answer without manual work, because it depends on today's date.
Three tables and one date that does the work
| Table | Key fields | Links to |
|---|---|---|
| People | Name, role, department, start date, active | Completions |
| Requirements | Name, applies to role, validity period, renewal lead time, mandatory | Completions |
| Completions | Person, requirement, completed date, expiry date, certificate file, provider, cost | People, Requirements |
Three tables. The whole system.
The important field is expiry date on Completions. Set it when logging the completion, calculated from the completion date plus the requirement's validity period. Everything useful in this system derives from that one date.
Certificate files attach to the Completion record. This is the part that pays for itself the first time a client or auditor asks for evidence, because the PDF and the date it proves live together instead of the PDF being in someone's inbox and the date being in row 47.
The views that do the work
Build these three and the system runs itself:
Expiring soon. Completions where expiry date falls in the next sixty days, sorted by date. This is the working list.
Expired. Completions past expiry where no newer completion exists for the same person and requirement. This is the risk list.
Compliance by person. Grouped by person, showing what they hold. This is what you screenshot when someone asks.
The gap worth knowing about: "who is missing a requirement they should have" is harder than "whose certificate expired," because it asks about a record that does not exist. You can handle it by creating Completion records in a Not Started state when someone joins a role, which turns an absence into a row you can filter. It is a modeling choice, and worth making deliberately at setup rather than discovering later.
Reminders that actually fire
A scheduled flow checks expiry dates daily and sends notifications at the lead time each requirement defines. Thirty days for something you can rebook easily, ninety for something with a waiting list.
Send to the person and their manager. Sending only to the individual is how expiry dates get quietly ignored; sending only to the manager is how people find out their licence lapsed the morning they needed it.
Escalate at zero. A flow that emails someone more senior when a mandatory requirement actually expires is the difference between a tracking system and a compliance system.
What it does not do
- No course delivery. No content hosting, no video, no quizzes, no SCORM or xAPI support. This is a register, not an LMS. TalentLMS, Docebo, and Trainual all deliver training; none of them track the certificate your electrician got from a third party in 2023.
- No automatic sync from your LMS. The public REST API accepts writes, so an LMS that can call a webhook can feed completions in. Building that connection is your job, and for a small team it is often simpler to log completions manually than to build and maintain the integration.
- No content library. Nothing to assign, nothing off the shelf.
- No skills matrix or competency framework modeling beyond what you build with your own fields.
If your requirement is genuinely both, delivering training and tracking external certifications, expect to run two systems. Purpose-built training trackers like ProProfs and Aptien sit in the same space as this page and are worth comparing directly.
What it costs
Plans are $29, $59, and $129 a month with unlimited users on every one. For this use case the arithmetic is unusually favourable, because a training register wants every manager able to check their own team, and per-seat tools make that the expensive option.
File storage is the limit to watch, since certificates are the bulk of what you store. Starter includes 25 GB, Team 100 GB, and Business 500 GB. At a typical scanned certificate of 200 KB to 2 MB, Starter comfortably holds tens of thousands. Connect your own S3 bucket and storage becomes unlimited on any plan.
Who this suits
Good fit: teams tracking licences, certifications, and mandatory training that expire; operations where a client or auditor may ask for current evidence; managers who need an expiring-soon view rather than a spreadsheet someone updates quarterly; organizations that want every manager able to check their own team without buying seats, since every plan includes unlimited users.
Poor fit: organizations whose main need is delivering and assigning e-learning content; teams already running an LMS that tracks everything they care about, where a second system is duplication; anyone needing validated compliance software for a regulated training regime.
Related
- Incident reporting software for when training gaps show up as incidents
- Internal tools for operations teams for the other registers an ops team keeps
- Replace spreadsheets for operations for the general case
InfoLobby plan pricing and limits, and the competitor claims on this page, were last checked on 2026-08-20. Competitor pricing changes often and varies by region, so confirm current figures on the vendor's own pricing page before deciding. Our plans are on the pricing page.
