Grip on training: from Excel to Online Rapportage


We come to many companies in the chemical, food, and process industry
and then ask the question: “how do you keep a grip on all courses and certifications?”. Often we hear “We use Excel to keep track of everything” or “Our instructor draws attention to the mandatory recertification” These two practical examples are explained in this blog. Where you can read our vision on this at the end.



Provided, it is not easy to properly manage all training activities “equally”. You have to deal with many different courses that together provide a lot of training moments. The type of training therefore differs, and can roughly be divided into one of the following categories:

  • Mandatory certifications (VCA, BHV, Safe Hoisting etc.)
  • Branch specific training (VAPRO)
  • Company specific training (Standard work instructions, machine instructions etc)
  • General training (leadership, communication, management development etc.)

With more than 80 employees, the number of training moments quickly increases to more than a thousand per year. Progressively monitoring the progress of this and adjusting it when necessary is simply a challenge.
In practice, we see that the challenge is often dealt with through “Excel” (Scroll to example 1) or by an “external trainer” (Scroll naar voorbeeld 1) Here we see room for improvement! (Scroll naar voorbeeld 2) het hoofd wordt geboden. Hier zien wij ruimte voor verbetering! (Scroll naar onze visie) First of all a further explanation of the two examples.

Case study 1: “We use Excel to keep track of everything”

We see the “most beautiful” Excel templates and worksheets that contain all the training activities, often specifying for each employee which “skill” and “competence level” applies, including a tab with a schedule of all mandatory certifications.

In practice, we see that this solution can in principle meet up to 40 employees, although this depends strongly on the number of courses you offer. Generally applies; the more training the more complex the management becomes. But even in small organizations it is a great disadvantage of Excel that it is difficult to transfer internally, often there is one administrator with the associated risks. In addition, Excel does not proactively signal by sending a reminder e-mail, for example, if a certification is about to expire. Finally, one formula can make sure that things are overlooked.


In short, the “Excel approach” offers one advantage and four disadvantages.


  • Excel is easily customizable and expandable


    • Excel is error-prone
    • Planning and (re) planning of training is very laborious
    • A complicated Excel template is difficult to transfer internally

  • Excel does not signal via e-mail notifications e.d.

Case study 2: “Our trainer informs us of the mandatory recertifications”

It may also be that you have made agreements with a trainer to inform you, for example, when the VCA certificates expire. The trainer will contact you and ensure that the training is scheduled.

This situation offers you the convenience that responsibility is invested externally. In principle, you can rest assured that everything is well organized. The disadvantage is of course that you are very dependent on your trainer. You have less grip yourself and cannot switch easily from a training partner. You lack one central place for all your training activities. The compulsory courses are arranged, but internal courses are given internally, for example, with accompanying syllabuses. While your trainer may already be using an e-learning portal, this will cause your training activities to shred, making one clear report a lot harder to make.


  • Convenience: your trainer identifies and provides the compulsory training


    • Great dependence on your training partner (s)
    • Less freedom to also involve other training partner (s)
    • No central place with an overview of all your training activities

  • No uniformity in training; your internal training courses are completely separate from the external ones

Our vision: your own company academy in which you control yourself.

By working with one central online business academy you can manage all types of training well. You have an overview in one central location and you yourself have the control to call in an instructor (s) for specific training if you wish. In addition, your employees also have one central place in which they can log in to further develop themselves. In this way, it becomes clear to all parties when a course needs to be completed. Your organization can thus take the next step in creating a good safety culture.

With your own company academy you are no longer dependent on an external training portal of a trainer. This means that your employees do not have to log in with training provider X and then again with trainer Y. You can often read in existing e-learnings from the trainer in the online Academy. In ProCademy, for example, this works with SCORM / Tin Can API, which is a common exchange standard for e-learning. There are also trainers who have already created online courses specifically for ProCademy, this allows you to start very quickly.

Would you like to know more about the minimum requirements for an online business academy? Then read the blog: “Waar moet een plant trainingstool aan voldoen?”.