CPD & Training Records

Q: Can the automation handle different certificate formats?

Yes, the system reads PDFs, images, and plain text emails, extracting course name, completion date, CPD hours, and expiry date regardless of layout or format.

Q: How does expiry tracking work?

Every training entry is automatically checked against a 90-day expiry window. Staff with expiring certifications receive renewal reminders, and HR sees a current flag in the system.

Q: Will our existing training records be migrated?

Yes, your current spreadsheet and contact records are imported into the automated system during setup, so no historical data is lost.

Q: What if a certificate is unclear or incomplete?

The automation flags uncertain entries for manual review, so your HR team can request clarification from the staff member before the record is finalized.

Tracking continuing professional development required to maintain licences.

310 hrs

Manual time identified

Companies have mapped

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About This Automation

Tracking continuing professional development and training records manually consumes significant HR time each month. Staff submit certificates via multiple channels, details are extracted by hand, and compliance gaps are discovered only during audits.

Automation captures training proof, extracts course details, logs records, and flags expirations automatically. the team reviews and approves in minutes, and compliance reports are always current.

Key features:

Capture training certificates and emails from multiple channels automatically

Extract course name, completion date, CPD hours, and expiry date from any document format

Log training records directly into your CPD tracker and staff profiles

Flag certifications expiring within 90 days and trigger renewal reminders

Generate compliance reports on demand with complete, current data

Data insights How it works Apps used What you get FAQ

Top friction points when done manually

The issues teams report most often with this process

#	Friction point	Companies Report This
1	Manual data extraction from PDFs Course details are buried in different certificate formats, requiring staff to read and type each field.	80%
2	Staff member record lookup Finding the correct staff entry in the spreadsheet is slow when names vary or staff are new.	67%
3	Ad hoc expiry monitoring Monthly manual scans miss many expirations because the process is not systematic.	53%
4	Scattered submission channels Training proof arrives via email, Slack, and shared folders, requiring HR to check multiple places.	40%
5	Audit data compilation Compliance reports require manual assembly and often reveal gaps in historical records.	26%

Disclaimer

Automation readiness

How well-suited this process is for automation

Process Pain Score™

8.0/ 10

AI Fit Rating™

8.9/ 10

Automation Lift Index™

8.6/ 10

Hidden Overhead™

7.3/ 10

How The Automation Works

The full workflow, from trigger to completion.

1. Training Proof Receivedtrigger

Email arrives with course certificate attachment or staff member submits completion via a learning platform webhook.

2. Extract Course Data

The automation reads the certificate PDF or email body, extracts course name, completion date, CPD hours, and expiry date, and validates the information.

3. Match Staff Member

The automation looks up the sender's email address or name to find the correct staff record and confirm their role and office location.

4. Log

The extracted data is written directly to the CPD tracking spreadsheet in the correct row, with no manual typing.

5. Update Record

The staff member's contact is updated with the new training entry, date, and hours, keeping the compliance record current.

6. Check Expiry Date

The system calculates the expiry date and compares it to today. If expiry is within 90 days, a flag is set for renewal reminder.

7. Send Renewal Alert

If a certification is expiring soon, a message is sent to the staff member and a summary is posted to the HR channel so nothing is missed.

Most popular tool stack used

— the complete tool combinations companies use

52% of companies

28% of companies

19% of companies

Disclaimer

What you get when you map this process

Everything you need to understand, plan, and build your automation.

ROI and business case

What this process costs today and what changes once it's automated.

Launch schedule

What gets built, in what order, and what success looks like once it's live.

Process runbook

How the automation runs day to day, including exceptions and human decision points.

Developer handover pack

Full build spec, logic, and configuration — ready to hand off without a briefing call.

Integration and connections guide

Every tool connection, credential, and data mapping the build needs.

Test and QA plan

Every scenario checked and signed off before the automation goes live.

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Frequently asked questions

Everything you need to know before mapping this process.

What happens when a staff member submits a training certificate?

The automation captures the certificate from email or document folder, extracts the course details, matches the staff member record, and logs the entry. Your HR team reviews and approves in minutes.

Can the automation handle different certificate formats?

How does expiry tracking work?

Will our existing training records be migrated?

What if a certificate is unclear or incomplete?

View more FAQs

Process pain:8.0/10

Mapped by:5 Companies

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Page updated 10 August 2026