# Employee Training Tracking and Expiring Certificates

Source: https://maito.app/workflows/track-training-and-certifications

Maito checks who still owes training and which certificates expire soon, reminds people and their managers, and finds courses before the deadline.

Know who needs which training and when certificates expire.

[People and HR](https://maito.app/workflows/team/people-and-hr) · On a schedule · Updated October 19, 2026

Works with

-   Slack
-   Email
-   Box
-   Dropbox
-   Notion
-   Microsoft 365

## How do you track training and certifications?

To track training and certifications, set up a Loop in Maito. On a schedule it reads your HR system and the files where certificates are kept, lists who owes each course and which certificates expire in the next 30 days, reminds people with their managers copied, and posts a summary for HR.

## How it's done today

Expired certificates are found during an audit.

## What Maito does

1.  Check training records
2.  Find who's missing or expiring
3.  Remind people and managers

## Example

Loop run: Nov 1, 9:00 AM · Monthly training check

**Maito** (9:00 AM):

Reminders sent this morning, managers copied.

**Security training due (8):** 5 in Sales, 2 in Support, 1 in Finance. Deadline is Nov 30.  
**Certificates expiring in 30 days (2):**  
• Tom: first aid, expires Nov 9  
• Ben: ISO 27001 internal auditor, expires Nov 24

**Catch:** the next first aid course is Nov 20, 11 days after Tom's expires. He'd be uncovered for the Nov 12 warehouse visit. Ben's renewal exam is on Nov 17, so he's fine.

From Gusto training records and the certificates folder in Google Drive. I'll remind the 8 again on Nov 15.

**Rosa** (9:20 AM):

Find a first aid course for Tom before Nov 9.

**Maito** (9:25 AM):

Found 2 within reach: Nov 5 in Dublin (2 seats) and Nov 7 online, half-day. I haven't booked anything. Which one do you want me to send Tom?

## How to set it up

On a schedule Track training and certifications

Ask your agent

“On the 1st of every month, check Gusto for training and the certificates folder in Google Drive. Remind anyone with training due or a certificate expiring in 30 days, copy their manager, and post a summary in #people-ops.”

Connect files

-   Google Drive
-   Box
-   Dropbox
-   Notion
-   Microsoft 365

Use HR system

-   BambooHR
-   Gusto

No MCP server needed. Ask your agent to save a skill with the steps, then add the login or API key in Settings → Vault.

Not connected yet? Your agent sends you a link to sign in.

## What it won't do

Maito is only as current as the records it can reach. It does not enroll people in courses or pay for them.

## Questions

### Where does it find training records?

In your HR system through a skill, such as Gusto or BambooHR (private beta), and in your files in Google Drive, Box, Dropbox, Notion or Microsoft 365.

### Who gets reminders?

The people who owe training, with their managers copied. HR sees the full list.

### Can it find a course before a certificate expires?

Yes. It searches the web for dates and flags when the next course falls after the expiry.

## More people and hr workflows

-   [Answer policy questions Employees ask about leave, expenses and benefits and get the answer from your handbook. People and HR · When you ask Works with Slack, Email.](https://maito.app/workflows/answer-policy-questions)
-   [Run a new hire's first weeks New hires get the right accounts, tasks and introductions on the right day. People and HR · When you ask Works with Linear, Asana, Gmail, Microsoft 365.](https://maito.app/workflows/run-a-new-hires-first-weeks)
-   [Write a job description Get a clear job post from a few notes and similar past roles. People and HR · When you ask Works with Slack, Email.](https://maito.app/workflows/write-a-job-description)
-   [Screen applications against the role Get a short summary of each applicant against what the role needs. People and HR · When something happens Works with Slack, Email.](https://maito.app/workflows/screen-applications-against-the-role)
-   [Prepare interview kits Interviewers get the CV summary, questions and scorecard before the interview. People and HR · When something happens Works with Google Calendar, Microsoft 365.](https://maito.app/workflows/prepare-interview-kits)
-   [Collect interview feedback Chase interviewers for scorecards and summarize them for the debrief. People and HR · On a schedule Works with Slack, Email.](https://maito.app/workflows/collect-interview-feedback)

[See all workflows](https://maito.app/workflows)

## Put your AI teammate to work.

Set it up in minutes. Start with this one, and let it earn the next one.

[Put Maito to work](https://maito.app/login?returnTo=%2Fworkflows%2Ftrack-training-and-certifications)[Book a demo](mailto:support@maito.app?subject=Maito%20demo)