Quick answer: A training register is a document that records every worker's training history, competencies, licences, and certificate expiry dates in one place. Businesses keep one to demonstrate that workers are competent and properly licensed, and to stay ahead of renewal deadlines.
Last reviewed: June 2026 by the BlueSafe Technical Team. Reflects current Model WHS framework.
If you have ever been asked to provide "evidence of worker training" during a tender, pre-qualification, or WHS audit, a training register is the document that answers that question. It is one of the most practical records in a WHS system — simple to maintain, and consistently useful when you need to demonstrate compliance.
This guide explains what a training register is, what it should contain, why you need one, and how to use it to stay on top of expiring licences and refresher training.
What is a training register?
A training register (sometimes called a competency register or training record) is a central document that captures each worker's training history, qualifications, licences, and certificate status. It provides a single source of truth for who in your organisation has completed what training, when they completed it, and when it needs to be renewed.
The register covers all workers — employees, contractors, and labour hire — for the tasks they are required to perform. It is not a certificate file or folder of course completion emails. It is a structured record, usually a table or spreadsheet, that lets you see at a glance whether every worker is current.
What a training register records
A well-structured training register should capture the following for each worker:
- Worker name — the full name of the employee or contractor
- Role or position — their job title or the type of work they perform
- Training or competency — the specific training course, unit of competency, or assessed competency (e.g., First Aid, White Card, Working at Heights, Forklift Operation, Manual Handling)
- Licence or ticket number — where a formal licence or high risk work licence is involved, the licence number should be recorded so currency can be verified
- Date completed — when the training was completed or the licence was first issued
- Expiry or refresher date — the date by which the training must be renewed or refreshed (many licences and courses have a fixed validity period)
- Training provider — the registered training organisation (RTO) or provider who delivered the training
- Evidence on file — a note confirming that the certificate, card, or licence has been sighted and a copy is held on file
Some businesses also include a status column (e.g., Current, Due for Renewal, Expired) that updates automatically when expiry dates are entered — this makes it easier to identify gaps at a glance.
Why businesses keep a training register
1. Demonstrating competency
Under the Model Work Health and Safety Act, a Person Conducting a Business or Undertaking (PCBU) must ensure workers are trained and competent to carry out their work safely. A training register is how you demonstrate that — it links each worker to the specific training and qualifications they hold. Without it, a regulator or auditor has no way to verify that your workers have been trained.
2. Licence currency
For licensed or high risk work — such as operating a forklift, working with asbestos, conducting electrical work, or performing rigging — a worker must hold a current, valid licence. Allowing an unlicensed or expired-licence worker to perform licensed work is a serious breach of WHS law. A training register that includes licence numbers and expiry dates makes it straightforward to confirm currency before workers are assigned to those tasks.
3. Tender and pre-qualification evidence
Training registers are routinely requested in tender documents and contractor pre-qualification questionnaires, particularly in the construction, resources, and government sectors. Principal contractors need confidence that your workers meet the training requirements for the work. A current, complete training register is one of the most direct forms of evidence you can provide.
4. WHS audits and inspections
During a WHS audit — whether conducted by a regulator, a principal contractor, or a third-party certifier — your training records are a key review item. Auditors will look for evidence that your workers are competent for their roles, that licensed workers hold current licences, and that refresher training is being tracked and completed on time. A well-maintained register makes this straightforward to demonstrate.
Tracking expiries and refresher dates
One of the most practical uses of a training register is managing upcoming renewals. Many training certificates and licences have fixed expiry periods. Common examples in Australian workplaces include:
- First Aid and CPR — typically renewed every one to three years
- High Risk Work Licences (forklift, scaffolding, rigging, pressure equipment, etc.) — licences are held for life but competency refreshers may be required by employers or principal contractors
- White Card (Construction Induction) — generally does not expire, but some projects require refreshers
- Asbestos awareness training — annual refresher recommended; varies by role
- Site or project-specific inductions — may be required for each new site
By recording expiry dates in your training register and sorting by that column, you can identify which certifications are coming due in the next 30, 60, or 90 days. This gives you enough lead time to schedule refresher training before a licence lapses — avoiding the situation where a worker cannot legally perform their role.
Sample training register rows
The following example shows how a training register entry might look for three workers across different roles and training types.
| Worker Name | Role | Training / Competency | Licence / Ticket No. | Date Completed | Expiry / Refresher Due | Provider | Evidence on File | Status |
|---|---|---|---|---|---|---|---|---|
| Jordan Smith | Electrician | Electrical Licence — A Grade | 123456A | 15 Jan 2022 | N/A (lifetime) | TAFE NSW | Yes | Current |
| Alex Nguyen | Warehouse Operator | Forklift — LF Licence | LF789012 | 3 March 2024 | 3 March 2029 | Safety Training Co. | Yes | Current |
| Sam O'Brien | All Workers | First Aid (HLTAID011) | — | 12 June 2024 | 12 June 2027 | Red Cross | Yes | Current |
| Jordan Smith | All Workers | CPR (HLTAID009) | — | 12 June 2024 | 12 June 2025 | Red Cross | Yes | Due for Renewal |
The final row illustrates why an expiry column matters — Jordan's CPR has lapsed and needs to be renewed before they can continue as a first aid officer for the workplace.
What is not a training register
A folder of scanned certificates is not a training register. An email thread confirming someone attended an induction is not a training register. While these records are valuable supporting evidence, they do not provide the structured, at-a-glance view that a register offers. You need a consolidated table that lists all workers and all required training — not a collection of individual documents you have to search through each time someone asks.
How a training register fits into your WHS system
The training register connects directly to several other parts of your WHS system:
- Safe Work Method Statements (SWMS) — SWMS for high risk construction work should reference the licences and training workers must hold
- Site inductions — induction records feed into the training register; workers who complete a site induction should be recorded
- Incident investigations — if a worker is injured, competency records may be reviewed as part of the investigation
- Onboarding — new starter training should be recorded in the register before the worker commences their role
For more on what training is required and what induction records should capture, see our guides on WHS training requirements for employers and site induction requirements.
Frequently asked questions
Is a training register a legal requirement in Australia?
No single WHS law requires a document specifically called a "training register," but all PCBUs have a duty to ensure workers are trained and competent to perform their work safely. Keeping a training register is the practical way to demonstrate you have met that duty. Regulators, auditors, and principal contractors routinely ask to see training records, and the absence of a register makes it very difficult to prove compliance.
What is the difference between a training register and a competency register?
The terms are often used interchangeably. A training register typically focuses on training courses attended — who did what training and when. A competency register may go further by recording assessed competency levels against specific tasks or roles, not just course attendance. In practice, many businesses use a single document that records both training history and competency evidence.
How long should training records be kept?
WHS legislation does not specify a single retention period for training records, but five years is widely accepted as a reasonable minimum for most workplaces. Records relating to specific licences (such as high risk work licences) or incidents should be retained for longer. Check your applicable state or territory WHS legislation and any contractual requirements — some principal contractors specify their own retention periods.
What should I do when a licence or training certificate is about to expire?
Your training register should include an expiry or refresher date column so you can identify upcoming renewals in advance. Set a reminder — ideally 60 to 90 days before expiry — to give workers enough time to book and complete refresher training before the licence lapses. A worker whose high risk work licence has expired must not perform that licensed work until the licence is renewed.
Ready to set up your training register?
BlueSafe Online gives you access to ready-to-use WHS document templates including training registers, competency records, and induction checklists — designed for Australian small business and built to satisfy audit and tender requirements.
This guide provides general information only. Training and competency requirements will depend on the nature of your business, applicable legislation, and any contractual obligations.