Training Records without an LMS
Moving training records from a filing cabinet into a system leaders can check themselves.
At a Glance
Role: Digitised the records, set up MyOsh as the system of record and built the Excel reporting workbook
Audience: Line leaders, managers, HR and auditors
Format: MyOsh for records, one Excel workbook with a dashboard, lookups, matrix and training needs analysis
Tools: MyOsh, Excel
Audience: Line leaders, managers, HR and auditors
Format: MyOsh for records, one Excel workbook with a dashboard, lookups, matrix and training needs analysis
Tools: MyOsh, Excel
The Challenge
All training was recorded on paper and kept in a paper file. There was no reporting, so a leader couldn’t check their team’s training or see where compliance stood without searching through folders. The records covered about 20 years and roughly 400 staff, including records inherited from the previous companies before Patties bought the site.
What I Did
I digitised the paper records and built a workbook that turns them into reports. MyOsh was available but unused for training, so I started recording all training in it.
Record: Each training session is entered in MyOsh, with attachments (sign-in sheets, certificates, assessments) uploaded as evidence.
Export: I export the training records to Excel.
Paste: I paste the export into the workbook’s raw records tab.
Automate: Formulas populate the dashboard, matrix and lookups, so the data is ready for the week ahead.
What Happened
Transparency: Leaders, managers and HR check their own team’s training whenever they need to, without asking for a report. Gaps are visible, so they get acted on.
Time saved: I’m not building reports by hand, which saves a few hours a week. Updating is one export and one paste.
Audit ready: The data and the attached evidence are already in the system, so I wasn't required to attend audit meetings. Auditors pull what they need from the workbook.
Adoption: It started with me and is now used by leaders, HR, managers, staff, other trainers and other sites.
Inside the Workbook
Training Dashboard: Site compliance against target, a breakdown by category, focus areas for the lowest-completion courses and every course with completions.
Staff Lookup: Pick an employee and see their manager, roles and completion rate. Courses are split into overdue, required but not completed, and completed, so a leader can see exactly what each person needs to do next.
Course Lookup: Pick a course and see its delivery method, category and owner, plus completion statistics. It lists who has completed it, who is overdue and who still needs to do it, so leaders know who to chase.
Training Matrix: Every employee against every required course, colour-coded as Completed, Overdue or Not Yet Completed, with the cells for required training highlighted. One screen shows where a team stands.
Training Needs Analysis: Defines which courses are required for each department and role. This is what drives the Staff Lookup and the Matrix, so when a requirement changes I update it in one place and everything else follows.
Training Records: The raw export from MyOsh, including learning item, status, completed date and due date. Everything else in the workbook is calculated from this tab.
Explore the Workbook
This is an interactive copy of the workbook. Click through the tabs to explore the dashboard and the data behind it, or open it in Excel for a full-screen view. Staff names have been changed.
If the embedded spreadsheet doesn't load below or you can't use the search functions in the Lookup sheets, click on the button below to open it in a new tab.
Snapshot from November 2026.