Training records: tickets, licences and inductions
Last checked 2026-11-13
Most businesses already hold the information. It sits in a spreadsheet, a folder of scanned cards and a pile of emailed certificates. The gap is someone checking dates every week.
What to track
The records that matter depend on your industry and jurisdiction, but most regulated businesses track some mix of these:
| Record | Typical fields | Common failure |
|---|---|---|
| Tickets and high-risk work licences | Holder, class, number, issuing body, expiry | Expires while the holder is on a job; copy on file is the old card |
| Trade and professional licences | Holder, licence type, number, conditions, expiry | Renewal notice goes to a personal email |
| Site and company inductions | Person, site, date, version of the induction | Induction content changed but people inducted on the old version are not re-inducted |
| Internal training | Course, date, trainer, refresher interval | Refresher interval is in someone's head |
| Contractor insurances and licences | Policy type, insurer, cover, expiry | Collected at engagement, never asked for again |
This page does not list which licences your work requires or how often they renew; that varies by jurisdiction and activity. Use your regulator's guidance.
How expiry reminders work
The Everything works with the records where you keep them, typically an Excel workbook or SharePoint List plus a folder of certificates in SharePoint or OneDrive:
- Reading dates. It reads expiry dates from your register and, where the register is missing one, from the certificate on file, and proposes the update.
- Reminders. At lead times you choose, it reminds the holder and their supervisor in Teams or by email.
- Collecting renewals. It asks for the new card or certificate, files it in the right folder and updates the register once you approve.
- Lapsed records. Anything already expired goes straight to the supervisor or manager, not into a weekly digest.
- Rostering checks. If your roster is in Shifts or a spreadsheet, you can ask "who on next week's roster has anything expiring?" and get a list.
Inductions and refreshers
Inductions and refresher training are recurring too. The AI can keep a list of who has been inducted to which site and on which version of the induction, remind supervisors when a new starter or contractor has not completed one, and flag people due for a refresher. When a controlled induction document changes, it can list who was inducted on the old version so you can decide who needs to redo it. See document control for how changes are approved and acknowledged.
Contractors and subcontractors
Contractor records combine training and insurance, and they are the ones most often out of date because they are collected once at engagement. The Everything already flags subcontractors with lapsed insurance as part of its quoting work, and the same checks apply here: reading expiry dates on certificates you hold, asking the contractor for current ones before the next job, and filing what comes back. Keep these alongside your contractor register so the two do not drift.
What stays with a person
- Who may do the work. If a ticket or insurance has lapsed, whether that person or contractor keeps working is your decision. The AI flags it; it does not stand anyone down.
- Whether a certificate is genuine and adequate. A person checks it against the requirement.
- Competence. A record shows training happened. Whether someone is competent is a supervisor's judgement.
- What training is required. Set by your obligations and your risk assessments, not by the AI.
Before you start
The Everything runs inside your Microsoft 365 tenant with tightly scoped permissions, but your data does leave the tenant for AI processing. Its privacy policy names Microsoft (Azure OpenAI) and OpenAI as AI providers and says providers may process information outside your country. The public site does not claim any certification such as SOC 2 or ISO 27001, and it does not name a hosting country.
Training files contain personal information, licence numbers and sometimes identity documents. Check your privacy and record-keeping obligations, tell staff and contractors how their records are used, and limit the AI's access to the folders and lists it needs.
Questions people ask
Can the AI stop someone with an expired ticket from working?
No. It flags the lapse to the worker and their supervisor. Deciding who may do the work stays with a person.
Do I need a training management system?
Not to use The Everything. It works with spreadsheets, SharePoint Lists and certificate folders in Microsoft 365. If you already have a dedicated system, it is not a replacement for it.
How far ahead does it remind people?
You choose the lead times. Rules you set persist, so you can say once how far ahead each kind of record should be flagged.
Can it check contractor insurance?
It reads expiry dates on the certificates you hold, flags lapsed or soon-to-lapse cover, and can ask the contractor for a current certificate. A person decides what to do.
Does it know which licences my work needs?
No. That depends on your jurisdiction and activities. You define what is required; the AI tracks it.
Try it on your own compliance year
The Everything is an AI worker that lives in Microsoft Teams and works with the registers, documents and mailboxes you already have in Microsoft 365. It asks before anything important goes out. $400 AUD/month + GST per company, unlimited team members, with a 14-day free trial and no credit card.
See how The Everything works