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Certification Tracking Software Buyers Guide

Last updated: December 05, 2023

Organizations across various industries face a growing challenge to ensure that their employees hold the necessary certifications and training required to perform their roles effectively. Managing multiple documents, keeping track of expiration dates, and verifying credentials, can be a time-consuming and error-prone process, especially for businesses with large workforces or those operating in multiple locations. 

Failing to track employee certifications and training can result in compliance risks, legal ramifications, and increased administrative costs. It can also impact employee morale and retention, as employees may feel unsupported without a clear path for career development. 

Certification tracking software is a great way to overcome these problems and easily manage, track, and store certifications in a centralized repository. It streamlines the process by automating employee certification tracking, sending alerts for upcoming renewals, and providing real-time insights into employee compliance status.  

In this buyer's guide, we will provide you with a comprehensive overview of certification tracking tools and their benefits, along with key factors to consider when choosing the right software for your organization. Whether you're in healthcare, finance, or any other industry, we will help you understand the core capabilities and use cases of these tools and equip you with the knowledge you need to make an informed purchasing decision. 

Here's what you will find inside:

What Is Certification Tracking Software? 

Certification tracking software is a digital tool that helps organizations keep track of employee certifications and credentials. It is designed to simplify the process of managing employee qualifications, ensuring compliance, and improving overall operational efficiency. 

This application can automatically track and manage certifications, including renewal dates, employee training requirements, and expiration alerts. It can also generate reports, enabling managers to make informed decisions about training, staffing, and compliance requirements. 

For example, a healthcare practice may use certification tracking software to keep track of the credentials and certifications of their nursing staff. The system can automatically track and manage certifications, alerting the hospital when a nurse's certification is about to expire.  

Is Certification Tracking Software Different From Generic Learning Management System? 

Yes, certification tracking software is different from a generic learning management system (LMS). LMS is designed to provide learning materials and resources to learners, whereas a certification tracking system goes beyond that by tracking the progress and completion of specific certifications or training programs that an employee must complete to maintain compliance or advance in their career.  

Certification tracking software is a subset of the larger LMS category and helps organizations ensure compliance with industry regulations and standards, particularly in highly regulated industries where certifications are essential for maintaining safety and quality standards. 

In short, while an LMS offers a broad range of tools for delivering and managing various types of training, a certification tracking application provides focused and targeted training paths to ensure employees meet specific certification requirements. 

Read on to discover the unique features of certification tracking tools in our Features section below. 

Why Do Organizations Need Dedicated Certification Tracking Software? 

Certification management is an essential function for any organization that must comply with industry regulations, maintain professional standards, or ensure employee competence. But managing certifications manually can be time-consuming and prone to errors, potentially exposing the organization to risks. That's where a standalone certification tracking tool comes in. 

In this section, we will discuss the advantages of using certification tracking software and why it's a smart investment for any company. 

1. Improved Compliance 

Employee Certification tracking software helps organizations maintain compliance with regulatory requirements and industry standards by providing a centralized system for tracking and managing employee certifications. It helps minimize the risk of non-compliance, expenses from ISO audits, and legal liabilities. 

2. Enhanced Employee Productivity 

One of the primary benefits of using a certification tracking system is that it is designed to enhance productivity by automating tasks, such as certificate renewals, expiration reminders, and employee training tracking. This reduces manual follow-up and paper stacks, freeing up time for your team to focus on other important tasks, resulting in higher efficiency and productivity. 

3. Increased Visibility and Accountability 

This technology provides real-time visibility into employee certification status, expiration dates, and renewal requirements. It allows managers to stay on top of their team's compliance, while also providing employees with a clear understanding of their individual certification status. 

4. Streamlined Training and Development 

Certification tracking systems help organizations identify skills gaps and training needs. This enables managers to develop targeted training programs and allocate resources more effectively, resulting in a more skilled and productive workforce. 

5. Cost Savings 

By automating the certification tracking process, companies can save money on administrative costs, such as manual data entry, paperwork, and reporting. Additionally, these tools reduce the risk of non-compliance and fines to help organizations avoid costly legal fees and reputational damage. 

6. Improved Customer Satisfaction 

Employee training certifications tracking tools help organizations ensure that their employees have the necessary certifications and skills to provide high-quality products and services to customers. This leads to improved customer satisfaction, loyalty, and retention, which ultimately drives business growth. 

Common Features Needed In Certification Tracking Tools

When it comes to certification tracking tools, it's crucial to look for specific features that meet your organization's needs. Not all software will provide the same level of functionality, so it's smart to do your research before committing to a specific program. 

In this section, we will go over the key features you should look for when selecting a certification tracking tool.

  • Document Management
    • Certification tracking software offers document management capabilities to store and organize certification-related documents, such as exam results, training records, and renewal forms. It allows users to upload, view, and share certification documents with others, eliminating the need for paper-based record-keeping.
  • Certificate Creation
    • Certification creation is an integral feature of employee certification tracking systems that simplifies the process of creating and distributing certificates of completion or achievement. This feature allows users to access built-in templates or create new certificates before issuing them to employees.
    • Users can also customize certificates with their branding, logos, and other design elements, ensuring that the certificates align with their organization's branding.
  • Certification Roadmap
    • This provides users with a clear and concise path to achieving their certification goals. It allows them to keep track of the certification requirements, deadlines, and milestones in real-time.
  • Compliance Reporting
    • Compliance reporting is a critical feature in certification tracking software that enables users to generate compliance reports for internal or external stakeholders, such as auditors or regulators. It also allows users to view the status of employee certification and schedule reminders for recertification.
  • Custom Notifications
    • These certification tracking tools offer custom notification capabilities to alert users about upcoming certification deadlines, renewal requirements, expiry dates, and other relevant events. This enables employees to stay on top of their certification-related tasks and take timely action to meet the requirements of their training courses.
  • Self-Service Portal
    • Self-service portals are designed to help employees view their certification progress, access training materials, submit renewal forms, and communicate with certification administrators. They can also upload their certificates and notify their managers to approve the certificates.
  • Online Workspaces
    • This facilitates collaboration and communication between managers/HR teams/trainers and employees. Users can easily exchange messages, share documents, and access resources related to certification via discussion boards.

How To Decide Which Certification Tracking Tool Is Best For You? 

We have made the decision-making process easier for organizations with our simple five-point criteria listed below. 

Here’s what you need to do: 

  • Put a tick against these basic certification tracking software design benchmarks.  
  • Shortlist your top five contenders; test them individually or collectively. 

We have also compiled a list of top employee certification tracking tools in this buyer’s guide that can help you get started with your analysis. 

See the checklist below and remember that the application with the most checks wins (our recommendation for you to go ahead with to the next stage; with the steps listed below the following list).  

Certification Tracking Software Evaluation List    

  • Does the software work with your business size/user headcount?  
  • What is its required level of tech expertise (only built for technical professionals)?  
  • Is it easy to integrate/connect with third-party tools you already have in your tech stack?  
  • Does it fit your budget (expensive or cost-effective)?  
  • Is it accessible (easy or difficult for non-technical users to get started with)?  

Now, you need to narrow your choice to one certification tracking system. Visit its product profile page – use our search bar above – to watch demo or get pricing (accurate, updated, custom plan figures tailored to your organization) so you can get subscribed quickly. 

Certification Tracking Software Pricing 

The pricing of certification tracking software can depend on various factors, such as the number of users, the level of customization required, and the software provider's pricing model. Cloud-based solutions generally offer a subscription-based pricing model, while on-premise solutions usually require an upfront, one-time license fee.  

It's important to consider not only the upfront cost but also any ongoing fees or maintenance costs, such as priority phone support or adding new users to the system. Additionally, some software providers may offer add-on features or integrations that can increase the overall cost. 

For more pricing information, call us at (661) 384-7070 to get a custom, updated pricing guide tailored to your company. 

Best Employee Certification Tracking Software: Our Top 5 Picks! 

Finding the right certification tracking software can be a hassle, but it doesn't have to be. We have scoured the market and compiled a list of the top 5 best certification tracking software options, so you can save time and make an informed decision. Let's dive into our picks and find the perfect fit for your organization's needs! 

1. Skillsoft Software 

Skillsoft is a cloud-based employee training and certification tracking software that provides businesses with scenario-based courses, videos, online books, and other resources to train employees. It allows trainees to obtain online certificates and badges upon course completion, which they can easily share across social networking websites.  

Moreover, Skillsoft's compliance course library provides legal, ethics, and workplace safety training programs, which help organizations mitigate risks and meet regulatory requirements. 


  • Custom Pricing (contact us to confirm pricing)

Key Features 

  • Course Recommendations: Empower employees to kickstart their learning journey with personalized skill assessments and targeted course recommendations, aligned with in-demand skills and verified objectives 
  • Digital Badges: Recognize and reward employee achievements with digital badges that showcase their acquired skills, knowledge, and credentials 
  • Insights: Track employee progress and skill development with comprehensive analytics and reporting tools, providing insights into skill gaps, learning effectiveness, and certification attainment 
  • Compliance Course Library: Keep employees up-to-date with mandatory compliance and regulatory training, with access to a vast library of courses and certifications across multiple domains 

Pros And Cons

Pros Cons
Comprehensive database of certification courses Can be expensive for some users
Customizable learning paths for employees
Access to a wide range of educational resources

Dashboard View

2. TalentLMS Software

TalentLMS is a comprehensive LMS and employee certification tracking solution suitable for organizations of all sizes. The software allows companies to create and manage training programs, courses, and certifications for their employees. It also provides tools for tracking employee progress and certifications, generating reports, and administering exams. 

Moreover, TalentLMS software offers customizable certification paths, automated renewal reminders, and real-time reporting to provide a complete picture of employee progress and achievement. 


  • Starter: $69/month 
  • Basic: $149/month 
  • Plus: $279/month  
  • Premium: $459/month 
  • Enterprise: Custom Pricing (Contact us to confirm pricing) 

Key Features 

  • Files Repository: Easily upload, store, organize, and share employee certification documents with selected users 
  • Learning Paths: Guide employee growth by restricting how certifications are completed or viewed, ensuring a consistent and thorough learning experience 
  • Certifications: Design custom certificates to help employees stay compliant and up-to-date with their certifications 
  • Communication Tools: Keep employees on track and engaged with a calendar, private messages, and discussion forums, ensuring they have all the resources and support they need to obtain and maintain their certifications

Pros And Cons

Pros Cons
User-friendly interface Steep learning curve for new users
Reporting and analytics tools
Integrates with other tools and platforms

Dashboard View

3. Trakstar Learn Software

Trakstar Learn is a powerful software solution designed to streamline the management of employee certifications and training programs. It offers a user-friendly interface, customizable features, automated reminders, and detailed reports to help HR professionals stay on top of compliance requirements.  

Overall, Trakstar Learn is a scalable solution that reduces administrative burden and improves compliance for organizations of all sizes.


  • Custom Pricing (Contact us to confirm pricing)

Key Features 

  • Reporting Tools: Get an overview of your employee's certification progress and track the health of your overall training program with easy-to-use reporting tools 
  • Automated Reminders: Stay on top of employee certification expirations and renewals with automated reminders 
  • Custom Certificates: Create personalized certificates for your employees with easy-to-use templates and custom design options 
  • Course Builder: Develop customized training courses for your employees with the easy-to-use course builder tool 

Pros And Cons 

Pros Cons
Streamlined record management Learning curve for users
Customizable reporting
Reminder and notification features

Dashboard View

4. Skyprep

SkyPrep is an award-winning online training software designed to help organizations manage their training programs and certifications with ease. It allows managers to track employee certifications and compliance requirements, monitor progress, and automate renewal notifications, ensuring that employees maintain their certifications on time.  

SkyPrep's user-friendly interface, customizable dashboards, and mobile compatibility make it an ideal solution for businesses of all sizes looking to streamline their certification tracking process.  


  • Lite: Custom Pricing (contact us at (661) 384-7070 to confirm pricing)  
  • Professional: Custom Pricing (contact us to confirm pricing) 
  • Enterprise: Custom Pricing (contact us to confirm pricing) 

Key Features 

  • Reporting And Analytics: Keep track of employee certification progress and assessment results with powerful reporting and analytics features that provide detailed insights into employee performance and skill development 
  • Seamless Integrations: Connect with third-party tools and systems to create a streamlined certification management process 
  • Compliance Management: Ensure compliance with industry regulations and standards by providing customized compliance training modules to your employees 
  • Mobile-Friendly Access: Access your employees' certification progress on the go with SkyPrep's mobile app, which provides an intuitive interface for tracking certification progress and managing training content 

Pros And Cons

Pros Cons
Easy-to-use interface Limited features for tracking certifications
outside of training courses
Customizable certification programs and course content
Integration with other tools

Dasboard View

5. SAP Litmos Software

SAP Litmos is a corporate training solution that simplifies the management of employee certifications and training records. Its compliance training platform allows administrators to create and manage certification programs, assign courses and certifications to employees, track their progress, and issue certificates upon completion. 

With advanced analytics and reporting capabilities, organizations can gain insights into their workforce's skill sets and identify areas for improvement. 


  • Litmos LMS: Custom Pricing   
  • Litmos Training Courses: Custom Pricing 
  • Litmos LMS + Courses: Custom Pricing (contact us to get custom quotes for all three plans) 

Key Features 

  • Robust Reporting Tools: Keep track of employee certification progress, measure and influence performance, and monitor course completions in real-time to ensure compliance with company policies and standards 
  • Training Management: Allow learners to track their own progress and identify areas where they need more training 
  • Compliance Management: Enforce compliance training requirements by creating courses and content that adhere to predefined standards, laws, and policies. This ensures that employees are up-to-date with the latest compliance regulations and guidelines 
  • Off-The-Shelf Compliance Content: Choose from a wide variety of compliance content in the Litmos Training Content catalog to improve the skills of workers and ensure they remain compliant with company policies and regulations 

Pros And Cons 

Pros Cons
Easy to set up and use Pricing can be higher compared to other
certification tracking software options
Provides customized training content and assessments
Offers a mobile app for on-the-go learning

Dashboard View

Frequently Asked Questions  

How do I keep track of employee certifications? 

To maintain accurate records of employee certifications, you can utilize various methods, including databases, spreadsheets, or specialized certification tracking software. Certification tracking software can offer several advantages over manual methods, such as automating the certification tracking process and sending automated reminders to employees and management about upcoming renewals or expirations. 

What is a training tracking tool? 

A training tracking tool is a software or platform designed to help organizations manage and track employee training and development programs. It typically allows managers to create training plans, assign courses or modules to employees, and track their progress and performance. 

What is certification tracking? 

Certification tracking is the process of managing and monitoring professional certifications or licenses held by employees within an organization. This can include tracking expiration dates, renewal requirements, and ensuring that employees are up-to-date with the necessary training and continuing education requirements to maintain their certification or license. 

How do you track employee training completion? 

You can track employee training completion manually through spreadsheets or paper-based forms, or by using specialized software such as a learning management system (LMS) or a human resources information system (HRIS). 

What are the benefits of tracking training? 

Tracking employee training provides several benefits for both employees and organizations. It enables employers to ensure compliance with regulatory requirements, improve workforce productivity and performance, and identify skill gaps or training needs. 

In Conclusion 

If you are looking to simplify your employee certification tracking process, certification tracking software is the way to go. It is important to weigh the features and capabilities of each software, like reporting, security and integrations, to find the one that fits your organization's requirements.  

We understand that finding the right certification tracking tool can be a daunting task. That's why our team of experts is here to offer guidance and support to help you make the best choice for your company. 

Schedule a free consultation with us at (661) 384-7070 to learn more about employee certification tracking software and get personalized recommendations based on your unique needs.