How TrainTrack Works
Operational in a day.
Automatic from there.
TrainTrack is built for ops teams who can't afford to babysit a compliance platform. Upload your roster, set requirements, and the reminders run themselves. Here's exactly what happens after you sign up.
Step one
Upload your crew roster
Import your employee list via CSV or enter employees manually. Add their role — electrician, HVAC tech, apprentice, driver — and TrainTrack knows which certifications to track for each person. Takes about five minutes for a crew of 50.
Supported import formats
Step two
Set certification requirements by role
Tell TrainTrack what each role requires — EPA 608, state electrical license, OSHA 10 or 30, DOT medical card. Requirements apply automatically to every employee in that role. When you hire someone new, they inherit the right cert profile on day one.
Common certifications tracked
Step three
Automated reminders go out — you do nothing
At 90, 60, and 30 days before expiration, TrainTrack sends email and SMS alerts to the employee and their manager. The reminder tells them exactly what needs renewal and when. If a cert lapses, you get a same-day alert.
Email · 90 days out
Action needed: EPA 608 expires in 90 days
Hi Marcus — your EPA 608 certification expires Jan 15. Click here to start the renewal process or contact your manager.
SMS · 30 days out
Hi J. Delgado — your EPA 608 certification expires in 30 days (Apr 15). Contact your manager to schedule renewal. Reply STOP to opt out.
Step four
Your dashboard stays current
When a cert is renewed, update the date in TrainTrack — the reminder clock resets instantly. The compliance dashboard shows the real state of your crew at all times. When an inspector or GC asks for documentation, one click gets you an exportable compliance report.
Audit-ready, always
The dashboard
See your whole crew's compliance status at a glance
Color-coded by urgency. Filter by cert type, role, or expiration window. When an inspector walks in, you're not scrambling through spreadsheets — you're pulling up one screen.
Certified and current — more than 90 days out
Expiring soon — 90 to 30 days, reminders active
Critical — under 30 days or already lapsed
Common questions
How long does setup actually take?
Most shops are fully operational in under a day. Upload your employee roster via CSV, define which certifications each role requires, and enter existing cert dates. TrainTrack starts monitoring from that moment.
Do my employees need to download an app?
No. Employees receive reminders via email and SMS — no app, no login required on their end. Managers and owners log in to the web-based dashboard to see compliance status and manage records.
What happens when a certification is renewed?
Update the expiration date in TrainTrack and the reminder clock resets automatically. The dashboard reflects the new status immediately and the renewal is logged for audit purposes.
Can I add certifications that aren't on your default list?
Yes. Any certification with an expiration date can be added — state-specific licenses, GC-required certs, safety cards. If it has a date, TrainTrack tracks it.
Ready to stop tracking renewals in a spreadsheet?
Most shops are fully set up in under a day. Start your free trial — no credit card required.