Training and certification tracking for instructors

Purpose

1.1. Automatically monitor, record, and update training and certification completions for instructors.
1.2. Notify HR and management of upcoming expirations and requirements.
1.3. Reconcile records across HR, compliance, and scheduling tools.
1.4. Provide real-time dashboards and reports for compliance audits.
1.5. Enable automated renewal workflows, such as reminders, document collection, and approvals.

Trigger Conditions

2.1. New certification record is issued or expiring within 60/30/7 days.
2.2. Instructor completes a training event or uploads certificate.
2.3. Scheduled periodic audit (e.g., first of the month).
2.4. Instructor onboarding or role change detected in HRIS.
2.5. Training authorities update requirements.

Platform Variants

3.1. Google Workspace (Sheets, Gmail, Drive)
• Google Sheets API: Track certification dates, update status triggers.
• Google Drive API: Store certificate files, access by instructor email.
• Google Apps Script: Automate email reminders and status changes.

3.2. Microsoft 365 (Excel, Outlook, SharePoint)
• Excel Online API: Record and calculate expiry dates.
• Outlook API: Auto-send calendar invites for renewals.
• SharePoint API: Store and version training documents.

3.3. BambooHR
• Employee Records API: Pull instructor roles and training status.
• Webhooks: Trigger on employee data changes (training, roles).

3.4. Workday
• Certification Management API: Query and update certification records.
• Report-as-a-Service: Scheduled compliance extracts.

3.5. ADP Workforce Now
• Certification Tracking API: Sync HR records.
• Notifications Service: Trigger expiring certificate alerts.

3.6. Salesforce
• Certification/Training Custom Object API: Log courses and expiry.
• Process Builder: Workflow for expiring credentials.

3.7. HubSpot CRM
• Custom Properties API: Store last certification date.
• Workflow Tool: Trigger follow-up tasks.

3.8. SAP SuccessFactors
• Learning Management API: Pull course completions.
• Notification Center: Configure instructor alerts.

3.9. Moodle LMS
• REST API: Query completed courses and issue digital certificates.
• Event Triggers: New certification completed.

3.10. Canvas
• Webhooks: New course completion.
• Users API: Access instructor training status.

3.11. Saba Cloud
• Training Records API: Monitor credentialing.
• Reporting API: Generate compliance extracts.

3.12. Trello
• Card Custom Fields API: Expiry and status info per instructor.
• Power-Up: Automated reminders and escalation.

3.13. Asana
• Custom Field Tracking: Date and status handling per project or instructor.
• Automated Task Creation: Renewal workflows.

3.14. Slack
• Reminders API: DM instructors about upcoming renewals.
• Slash Commands: On-demand certification status check.

3.15. Zendesk
• Ticket Automation: HR receives support ticket for expiring certifications.
• Triggers API: Custom alerts and escalations.

3.16. DocuSign
• Template API: Send out forms or verifications for renewals.
• Envelope Status: Track completion for audits.

3.17. Dropbox
• File Request API: Collect certificate proofs from instructors.
• Email Integration: Notify upload completions.

3.18. Box
• Metadata API: Tag certificates by expiry and instructor.
• File Events: Notify admins of new/expiring docs.

3.19. Twilio SMS
• Messaging API: Send SMS renewals and confirmations to instructors.
• Callback Triggers: Record responses for compliance.

3.20. SendGrid
• Email API: Send batch reminders and alerts.
• Templates: Branded notices and certification summaries.

Benefits

4.1. Eliminates manual tracking and reduces compliance risks.
4.2. Real-time visibility on instructor credentials and expiries.
4.3. Fewer missed renewals and reduced scheduling disruptions.
4.4. Streamlined audit preparation and HR reporting.
4.5. Unified records across disparate tools and departments.