Mandatory training at work: how to organise it and keep a record
In this article
There is training a company chooses to provide and training it is required to provide. The second kind often lives in folders, emails and sign-in sheets spread across departments, and the problem appears when someone asks who has done it and when.
In this article we look at two obligations that affect almost every company in Spain and how to organise them so that compliance does not depend on anyone’s memory.
Which training is mandatory
The main reference is occupational health and safety. Article 19 of Spanish Law 31/1995 requires every person to be trained when they are hired, whatever their contract, and again when their duties change or new technologies are introduced. This training is given within working hours whenever possible, and its cost never falls on the employee.
The second is the prevention of sexual and gender-based harassment. Article 12 of Organic Law 10/2022 asks companies to raise awareness and offer training to all their staff, including people on temporary contracts or internships.
Depending on the sector and size of the company, there may be further obligations. It is worth reviewing each case with your employment advisers.
The challenge: making sure nobody is left out
Compliance is not just about having a course. You need to make sure each person takes it at the right time, finishes it and that you can prove it months or years later. With new hires, role changes and temporary contracts, the list changes every week.
1. Turn each obligation into a learning pathway
Group mandatory courses into learning pathways by profile: what all staff must do, what depends on the role and what is repeated when duties change. In Weeras Academy you can mark each course in the pathway as mandatory or optional and decide who coordinates it.
If you add the mandatory pathway to your onboarding plan, induction and health and safety training are activated together on day one.
2. Define what “completed” means
An open course is not a finished course. Set clear completion criteria: a minimum score in the final quiz, a percentage of activities completed or a minimum connection time. With question banks, the quiz changes every time someone takes it.
For face-to-face sessions, the attendance register lets you take the roll, add notes and attach evidence such as the sign-in sheet.
3. Automate reminders
Automatic notifications remind each person of what is pending and send the certificate of achievement when they pass the course. If someone falls behind, the group tracking view lets you message everyone with pending tasks at once.
4. Keep the proof in the same place
Individual tracking reports show each person’s progress, results and connections, and lists can be exported. So, when an audit or inspection comes, the information is in one place rather than scattered across emails. Find out more in how to track in-house training in your company.
Another useful detail: accepting the terms before starting the training records that each person has read the conditions of use of the materials.
Compliance without chasing anyone
When mandatory training is organised into pathways, with clear criteria and automatic reminders, HR stops chasing signatures and can spend that time on the training that helps the team grow.
Want your staff training under control? Request a free demo or tell us about your case.
