Made in Germany · ISO 27001 · GDPR-compliant
Training Management
Plan, Conduct, and Document Mandatory Training Digitally
Most companies provide training to their employees. The problem rarely lies in the training itself, but rather in maintaining records: Who needs to be trained on which topic and when—across locations, job functions, new hires, personnel changes, and deadlines? It’s not until an audit or after a workplace accident that it becomes clear whether Excel spreadsheets and paper signatures were sufficient.
SoftDeCC makes training sessions easy to plan: Mandatory training sessions are automatically assigned, repeated on schedule, and fully documented—whether online, in person, or a combination of both.
Note: This article provides a practical overview and is not a substitute for legal advice.
Skills Development
Assessment
Certification
Orientation
Overview of Legal Bases
| Legal Basis | Core Requirement |
|---|---|
| § 12 ArbSchG | Sufficient and appropriate training during working hours—upon hiring, when there are changes in job responsibilities, or when new work equipment or technologies are introduced; to be repeated regularly |
| § 12(2) ArbSchG | In the case of temporary employment, the user company is responsible for providing training |
| DGUV Regulation 1, Section 4 | Training at least once a year, documented |
| § 14 GefStoffV | Training prior to commencing work and at least once a year, provided orally and tailored to the specific job |
| § 12 BetrSichV | Instruction on Hazards Associated with the Use of Work Equipment |
| § 29 JArbSchG | Minors: Instruction before the start of employment and at least once every six months |
| Austria: § 14 ASchG | Instruction upon hiring, in the event of changes, and, if necessary, at regular intervals |
| Switzerland: Art. 6 VUV | Information and Instruction for Employees Regarding Hazards and Protective Measures |
In addition, there are industry-specific requirements, such as those in the energy sector or in medical technology. → LMS for Energy & Utilities · → LMS for Medical Technology
Relevance
Is it permissible to teach online?
Yes—under certain conditions. Electronic training is permitted if the content is specific to the job, understanding is verified, and employees can ask questions of a knowledgeable person at any time.
Where regulations require verbal or hands-on instruction—such as for hazardous materials or specific machinery—e-learning does not replace on-site instruction. A blended approach has proven effective: General content is delivered and tested digitally, while job-specific training is provided in a concise, on-site format and documented within the same system. → LMS for Blended Learning
Typical Challenges
Why Training Without a System Fails
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Deadlines can be easy to lose track of: annual, semiannual, and event-specific training sessions all take place at the same time.
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New hires and job changes are not recognized: The obligation to provide training arises immediately, but the information often reaches the safety officer too late.
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Temporary workers fall through the cracks: They aren't in the HR system, but the host company is still responsible for providing them with training.
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Records are scattered: paper lists, Excel spreadsheets, and emails stored in various locations.
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Language barriers: Instructions that are not understood do not serve their purpose—and are legally vulnerable.
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Managers Lack an Overview: Those in charge often don't see which members of their own team are behind schedule.
Functional Requirements
Features for Effective Training Management
| Function | Benefits | Requirement |
|---|---|---|
| Rule-Based Assignment | Training courses are automatically assigned based on role, job function, location, or department | Automated Learning Paths |
| Automatic Repeat | Deadlines (annual, semi-annual, event-based) are set for each training session and automatically triggered | Automated learning paths |
| Triggers Upon Hiring and Job Changes | New employees and job changes trigger the appropriate training—via interfaces with HR systems | API |
| Reminders and Escalations | Automatic reminders to employees, escalations to managers for overdue items | Approval workflows |
| Comprehension Test | Short knowledge quiz after each digital training session, with the option to retake it | Test Generator |
| Record In-Person Training | Manage and document dates, participants, and instructors for in-person training sessions | Seminar Management |
| Multilingualism | Training Content in the Employees' Language | Configuration Option |
| Offline Use | Training even in locations where a stable network connection is not available, such as in factory floors or in the field | Offline Training |
| Audit-ready records | Who was trained, when, for what purpose, by whom, and with what results—at the click of a button | Track learning progress |
| Status for Managers | Overview of Pending and Overdue Training Sessions in One's Area of Responsibility | |Role and Permission Policies |
Proven in practice
Here's how a training cycle works in SoftDeCC
Create Training
Specify the content, target audience, frequency, and format (digital, in-person, or a combination).
Automatic Assignment
All employees to whom this rule applies will receive the training—including new hires.
Implementation
Online with a comprehension test or as an in-person session with attendance tracking.
Tracking
Reminders and escalations are triggered automatically, and managers can view their team's status.
Proof
Completed training sessions are documented and made available for audits and inquiries from regulatory authorities.
Repetition
Once the interval has elapsed, the cycle automatically restarts.
Definition and Meaning
Instruction, Training, Compliance Training—What's the Difference?
| Instruction | Training / Certification | Compliance Training | |
|---|---|---|---|
| Objective | Understand workplace hazards and safety measures | Develop professional skills | Comply with regulations (e.g., data protection, anti-corruption) |
| Legal Basis | ArbSchG, DGUV, GefStoffV, BetrSichV | Generally not required; in some cases, proof of qualifications is required | Depends on the industry, e.g., GDPR, Money Laundering Act |
| Frequency | Mandated by law, usually annually based on need | Usually annually or as needed | |
| Proof | Required | Depending on qualifications | Generally required |
Checklist
Requirements for Training Software
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Assignment by Role, Job, Location, and Department
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Customized review intervals for each training session
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Automatic Triggering Upon Entry and Change of Activity
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Onboarding Temporary Workers Without an HR Master Record
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Digital and In-Person Training in a Single System
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Comprehension test with documented results
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Multilingual Content
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Reminders and Escalations to Managers
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Audit-ready documentation, exportable
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Role-based visibility, coordinated with the works council
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A hosting model tailored to your data protection requirements
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Training that stands up to an audit
See for yourself in a test installation how SoftDeCC automatically assigns, tracks, and documents your mandatory training sessions.
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Over 25 Years of Expertise
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Made in Germany
Frequently Asked Questions
FAQs on Training Management
How often must safety training be repeated?
According to DGUV Regulation 1, at least once a year. For minors, the German Youth Employment Protection Act (JArbSchG) requires training every six months. In addition, event-specific training is required upon hiring, when changing job duties, or when new work equipment is introduced.
Does e-learning training replace in-person training?
Not always. General topics can be taught digitally, provided that understanding is assessed and questions can be asked. Workplace-specific and practical topics—such as those involving machinery or hazardous materials—still require on-site instruction.
How is training documented in a legally compliant manner?
The record should include the content, date, person receiving the training, trainer or responsible party, and—for digital training sessions—the test results. SoftDeCC stores this information centrally and makes it available for audits.
Who is responsible for training temporary workers?
The borrowing company, i.e., the company where the temporary worker is assigned (Section 12(2) of the Occupational Safety and Health Act). Temporary workers should therefore be included in the training system in the same way as the company’s own employees.
Does the training management system also work for in-person training sessions?
Yes. In-person sessions, participants, and instructors are organized through the SoftDeCC seminar management system and documented in the same record as digital training sessions.
Can external individuals also receive training?
Special requirements apply to contractors and visitors. → Digital contractor training
