The Complete Guide to Employee Training Software for Small Businesses

If you're still managing employee training with sticky notes, or hoping your team somehow remembers what they learned after 3 hours of onboarding, you're not alone. Most small businesses start this way. But as your team grows, manual tracking becomes a liability—literally.

Employee training software helps you organize who's trained on what, when certifications expire, and which skills your team still needs to develop.

Whether you're running a restaurant that needs food handler certifications, a construction crew with OSHA requirements, or a retail team learning new POS systems, the right employee training software keeps you compliant, organized, and ready for growth.

TL;DR: Everything you need to know about employee training software

Employee training software helps you track employee training completion, monitor certification expiration dates, and identify skills gaps across your team. It's the difference between scrambling during an inspection and pulling up employee training records in seconds.

What you actually need: An employee training tracker that monitors compliance and deadlines. Look for automated expiration alerts, mobile employee training apps for your shift workers, and certification tracking software that plays nice with your scheduling tools.

Best options:

• Homebase — if you manage hourly shift workers (restaurants, retail, hospitality)
• Connecteam — if you need mobile-first training for deskless teams
• iSpring Learn — if you're creating custom courses and need advanced tracking

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What is employee training software?

Employee training software helps you track employee training completion, monitor certification deadlines, and identify skill gaps across your team. 

It's a central employee training database where you can see exactly where each employee stands without hunting through file cabinets or scrolling through spreadsheets.

What is the difference between TMS and LMS?

A Training Management System (TMS) tracks training records, certifications, and compliance. A Learning Management System (LMS) delivers the actual courses and content.

Think of TMS as your filing system and LMS as your classroom.

Most small businesses need training tracking software for monitoring compliance more than they need course creation tools. If your training happens on the job or through third-party certifications, an employee training tracker is what you're looking for.

Manual vs. digital tracking: When to make the switch

Most small businesses start tracking employee training with paper logs in binders, Excel spreadsheets, or email confirmations buried in inboxes. This works when you have five employees. It falls apart fast as you grow.

Manual tracking creates problems you don't see until they bite you. You can't find employee training records when inspectors show up. Certifications expire without anyone noticing. One wrong digit in a spreadsheet and you think someone's compliant when they're not.

Switch to a training management system when:

• You hit 10-20 employees
• Certifications keep expiring without warning
• You're hiring faster than you can track onboarding
• You failed an audit because you couldn't produce records
• You're spending hours on training admin instead of actually training people

Why employee training software is essential for small teams

Compliance, certifications, and liability protection

Some industries require specific certifications. Food service needs food handler permits. Construction needs OSHA training. Healthcare needs HIPAA compliance.

Your employee handbook should outline these requirements clearly.

Without documentation, you're exposed. An employee gets hurt and you can't prove they got safety training? You're liable. Health inspector shows up and you can't find certifications? You're looking at fines or closure.

A certification tracker gives you an audit trail you can pull up in seconds.

Onboarding documentation and manager accountability

New hire onboarding is where training disappears. Employee training software forces structure: build checklists for each role, assign modules, and track employee training completion. 

The best systems let new hires complete onboarding forms and training before they ever clock in for their first shift.

Professional development and employee retention

Training isn't just checking compliance boxes—it's showing your team where they can go. Whether you're learning how to train restaurant employees or retail staff, structured training paths make a difference. 

An employee training tracker maps out skill progression so employees see their path forward. That clarity builds loyalty and supports your broader employee retention strategies.

Key features to look for in employee training software

Not all training software is created equal. Here's what actually matters:

• Training database — searchable by employee, role, location, or certification type
• Certification tracking — expiration alerts and automated renewal reminders
• Progress tracking dashboards — see completions, overdue items, and skills gaps at a glance
• Role-based training assignments — automatically assign training tracks by job function
• Mobile employee training apps — for deskless or field workers who need phone access
• Built-in reports — for audits, compliance, or performance reviews
• Onboarding software integration — link training to hiring workflows
• Free or low-cost options — what's available for small teams

If your team doesn't sit at desks, they need mobile access. Desktop-only systems don't work for shift workers and field teams.

How to track employee training: Step-by-step guide

Before you pick a tool, you need a strategy for what and how you'll track.

1. Audit your current training records and needs

Start by taking a look at what you already have before investing in employee training software. Use a new employee onboarding checklist as a starting point:

• List all required certifications and training for each role
• Gather existing records (even incomplete ones)
• Identify gaps where you have no documentation
• Note expiration dates for current certifications.

2. Choose categories to track

Organize training into clear buckets: 

1. Compliance (legal requirements, certifications)
2. Onboarding (role-specific job training)
3. Safety (equipment operation, emergency procedures)
4. Skills (professional development, cross-training)
5. Policy (company policies and procedures).

3. Select your tool

Spreadsheets (free): Good for very small teams (under 10) with simple needs. Manual updates, no automation, high error risk.

Basic training trackers ($0-$50/month): Entry-level tools that handle tracking and reminders but might lack advanced features. The free version of Homebase fits this category.

All-in-one workforce platforms ($50-$150/month): Include training tracking alongside scheduling, time tracking, and HR. Best value for hourly teams.

Pick the simplest tool that meets your needs. You can always upgrade later.

4. Build your training database structure

Set up your system with these core fields: 

• Employee name and role
• Training module or certification name
• Completion date
• Expiration date (if applicable)
• Proof of completion
• Renewal requirements
• Assigned manager or trainer

5. Set due dates, assignments, and automated reminders

For each training item:

• Assign it to specific roles or individuals
• Set completion deadlines (relative to hire date or calendar date)
• Configure reminder schedules (60/30/15 days for expirations)
• Define what happens when deadlines are missed

6. Monitor completions and flag gaps

Check your dashboard weekly. Follow up on overdue items within 24 hours. Identify systemic issues—if everyone's behind, the training might be too long or unclear.

Free employee training software: What's available?

Budget-conscious? Here's what you can get without breaking the bank.

Excel or Google Sheets templates

Free employee training tracker templates are all over the internet. They're completely free and familiar, but they're also completely manual—no automation, no reminders, error-prone, and they don't scale past 20 employees.

Excel works when you have 5 employees and simple compliance needs. Beyond that, it becomes a liability.

Low-cost options worth considering

Homebase offers training tracking as part of its all-in-one workforce management platform. If you're already using Homebase for scheduling and time tracking, adding training management costs nothing extra on paid plans. Best for shift-based hourly teams.

What is the best training software for small businesses?

There's no single "best.” It depends on your team size, industry, and needs.

Homebase — for all-in-one workforce management with training

Best for: Restaurants, retail, hospitality, and any business with hourly shift workers

Homebase combines scheduling, time clocks, payroll, team communication, and training tracking in one app. 

Key training features include onboarding checklists that new hires complete before their first shift, mobile-friendly training access, integration with scheduling (only assign trained employees to specialized roles), and compliance tracking with expiration alerts.

Best fit: You manage hourly workers across shifts and want training built into your existing workforce management tools without paying for separate software.

Connecteam — for mobile-first training and deskless teams

Best for: Field workers, construction crews, cleaning services, and any team that doesn't work at desks

Connecteam is built specifically for deskless workers who need training accessible from their phones. 

It offers customizable training courses, detailed progress tracking, quiz and assessment tools, and document storage for certifications. Everything works seamlessly on mobile devices with offline access.

Best fit: Your team works in the field or across multiple job sites, and you need training software that works as well on a phone as it does on a desktop—actually, better on the phone.

iSpring Learn — for creating custom courses with advanced tracking

Best for: Businesses building comprehensive internal training programs with original content

iSpring Learn is a full learning management system with powerful course authoring tools. 

It integrates with PowerPoint to turn presentations into interactive courses, includes built-in quiz builders, offers detailed analytics and reporting, and provides automated learning paths. The platform handles both compliance tracking and skill development.

Best fit: You're creating your own training content from scratch and need robust course creation tools plus enterprise-level tracking and reporting capabilities.

How to evaluate employee training software

Don't just pick the first tool you see. Ask the right questions to find the best fit.

• Does it include training record management with timestamps and proof of completion?
• Can we track employee certifications and safety training with expiration dates?
• Are employee communications tools built-in?
• Is it mobile-accessible for hourly staff?
• What does implementation look like — setup fees, timeline, data migration?
• What does support look like — can you reach a human when you need help?

Look for integration with your existing tools

The fewer disconnected systems you juggle, the better. Look for training software that integrates with scheduling systems, time tracking, payroll, HR systems, and communication tools.

Homebase handles all of this in one platform—scheduling, time tracking, payroll, team communication, and training management working together seamlessly. Try Homebase for free today.

Tracking metrics and ROI: How to measure success

You're investing time and money in training. Prove it's worth it.

Track completion rates — what percentage of your team is fully compliant at any given time. Set targets like 100% completion of critical compliance training within 14 days of hire.

Measure time-to-productivity for new hires. If your time-to-productivity drops from 6 weeks to 3 weeks after implementing structured training, that's 3 weeks per employee of increased output.

Count incidents: OSHA citations, workers' comp claims, health department violations, customer complaints related to untrained staff. If violations decrease after implementing training tracking software, you're preventing actual harm.

Track certification expiration compliance rate. Before software, this might hover around 70%. After, you should hit 95%+ consistently.

Measure admin time saved. Before software you might spend 5-10 hours per week updating spreadsheets and chasing paperwork. After, maybe 1-2 hours checking a dashboard. That's $4,680-$20,800 in reclaimed productivity annually for a manager worth $30-50/hour.

Track training the easy way with Homebase

You didn't start your business to become a training coordinator. You started it to serve customers, build something meaningful, and create opportunities for your team.

Homebase gets that. That's why training tracking is built right into a platform that already includes scheduling, time clocks, payroll, and team communication.

Your team is your business. Make sure they're trained, prepared, and set up to succeed.

👉 Try Homebase's employee training software today.

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FAQs about employee training software

What is the difference between TMS and LMS?

A Training Management System (TMS) tracks who completed what training and when, while a Learning Management System (LMS) delivers the actual training content. TMS = tracking and compliance. LMS = courses and content delivery. 

Many small businesses need TMS capabilities more than full LMS features—unless you're creating extensive internal courses, simple tracking is usually enough.

What is the best training software for small businesses?

The best employee training software for small businesses depends on your industry and needs: 

• Homebase works well for shift-based hourly teams (restaurants, retail, hospitality) because it combines training with scheduling and time tracking in one platform. 
• Connecteam is ideal for deskless workers and field teams who need mobile-first training that works offline. 
• iSpring Learn excels if you're creating custom training courses and need advanced authoring tools. 

Choose based on whether you need all-in-one workforce management, mobile-first simplicity, or robust course creation capabilities.

Is Google LMS free?

Google Classroom is free, but it's designed for schools, not businesses. You can technically use it for employee training, but you'll miss critical features like certification expiration tracking, compliance reporting, and workforce-specific tools. 

For business training management, dedicated employee training software provides better value than trying to adapt educational tools.

What's the best free employee training software?

Truly free options are limited. Connecteam offers a free tier for up to 10 users with basic training features, making it good for very small teams with deskless workers. Excel or Google Sheets templates are free but require manual management with no automation.

For most small businesses, affordable paid options like Homebase (which includes training as part of workforce management) provide better value than trying to piece together free solutions that don't talk to each other.

How do I track employee training progress?

Start by creating a training database with employee names, required training, completion dates, and expiration dates. After that:

• Assign training to roles so new hires automatically get the right checklist. 
• Set deadlines and reminders for both initial completion and renewals. 
• Use a dashboard to monitor who's on track and who's falling behind. 

Employee training software automates most of this—otherwise you're doing it manually in spreadsheets.

Can I track certifications and OSHA training with employee training software?

Yes, most employee training software includes certification tracking with expiration dates and renewal reminders. This is essential for OSHA training, food handler permits, CPR certifications, and other time-limited credentials. 

Look for software that lets you upload proof of certification, set custom expiration dates, and automatically assign renewal training when certifications approach expiration. This ensures you stay compliant and never get caught with expired credentials during an inspection.