Tracking Security Awareness Training Completion
Mandatory security awareness training has a compliance deadline attached to it, and every cycle a meaningful chunk of staff — often the busiest managers and the newest hires who slipped through onboarding — don't finish on time. Tracking who's done falls to whoever runs the LMS export, cross-referencing it against the full headcount list by hand, chasing individual managers by email, and re-running the same export a week later to see who moved. By the time the completion evidence is due for an audit or a regulator, the list is stale and the chase has eaten most of a week.
STARTING PRICE
From €299
Standard tier · Multi-step workflow with AI extraction/decisioning and 2-3 integrations.
Get a quote →Saves roughly 3-5 hrs/week during each training cycle deadline push.
How the automation works
We pull completion status directly from the LMS on a schedule, cross-reference it against current headcount from HR so leavers and new starters are handled correctly, and flag anyone overdue against their specific deadline rather than one blanket date. Overdue staff get an automatic reminder, and if that lapses, their manager gets escalated with the specific employee named — no generic broadcast email that everyone ignores. Completion evidence, including who trained, when, and against which policy version, is compiled into an audit-ready record automatically, timestamped and exportable on demand. Nothing about disciplinary action or access restriction is automated — that decision stays with HR and the person's manager, who receive the facts, not a recommendation.
Process flow
- 01
New training cycle assigned trigger
When a training cycle — annual awareness, phishing simulation follow-up, role-specific module — is assigned in the LMS, the tracker registers the assigned population and each person's individual deadline.
- 02
Reconcile against live headcount integration
The assigned population is cross-checked against current HR headcount so new starters are added to tracking and leavers are removed, rather than chasing someone who left three weeks ago.
- 03
Flag overdue status and severity ai
Anyone past their deadline is flagged, distinguishing between a few days overdue and someone who's ignored two reminder cycles, so escalation matches how overdue they actually are.
- 04
Send reminders and escalate to manager output
A direct reminder goes to the employee first; if that lapses, the specific employee's manager is named in an escalation, not looped into a broad department-wide nag.
- 05
Compile audit-ready completion evidence output
Completion records, including timestamp, module version, and pass/fail on any embedded assessment, are compiled into an exportable record for compliance or regulator requests.
Inputs
- LMS training assignment and completion data
- Current HR headcount roster
- Training deadline policy by role
- Manager reporting-line data
Outputs
- Overdue status list by severity
- Employee and manager escalation notices
- Audit-ready completion evidence export
- Training cycle completion-rate report
Works with
Prefer a fully custom build instead of an off-the-shelf integration? We scope both options during your free consultation — most jobs like this one work fine on standard connectors, but higher-volume or non-standard systems sometimes need bespoke API work, reflected in the complex tier.
Where this goes wrong if you get it wrong
- LMS completion data and HR headcount drift apart constantly — someone transfers department, a contractor's assignment ends, a new hire starts mid-cycle — and reconciling against a stale headcount snapshot either chases people who've left or misses people who should be on the list.
- Treating 'completed' as binary hides a real compliance gap: someone who clicked through a module without passing the embedded assessment isn't actually trained, and a tracker that only checks completion status without checking assessment pass or fail will report false compliance.
- Escalating every overdue person the same way regardless of how overdue they are wastes management attention on people who are two days late and under-escalates someone who has ignored three reminder cycles — severity-aware escalation matters more than blanket escalation.
- Automating the reminder and evidence-compilation steps is safe; automating disciplinary consequences or access suspension based on training non-completion is not — that decision needs a human who knows the context, such as leave or a genuine LMS bug, before it's made.
Frequently asked questions
Does this suspend a user's access if they don't complete training?
No — it tracks, reminds, and escalates to the manager with the facts. Any access or disciplinary decision stays with HR and the manager, not the automation.
How does it handle new hires or leavers mid-cycle?
It reconciles the assigned training population against current HR headcount on a schedule, so new starters get added to tracking and departed staff are removed rather than chased.
Does it check whether someone actually passed the training, not just opened it?
Yes — completion is checked against the embedded assessment result where the module has one, not just a 'started' or 'viewed' status from the LMS.
Can it produce evidence for a SOC 2 or ISO 27001 audit?
Yes, the completion record is compiled with timestamp and module version in an exportable format built for exactly that kind of evidence request.