HVAC & Electrical Contractor Software
One Expired License Can Shut Down Your Entire Job Site
No credit card required. Set up in under a day.
The Cost of a Lapsed Certification
Contractors don't lose contracts because of bad work. They lose them because of paperwork.
A single expired license — discovered by an inspector or a GC mid-project — stops work, voids coverage, and puts your reputation on the line. Most ops managers find out the hard way. Once.
$16,550
Max OSHA fine per violation
Per-incident penalties that compound fast when an inspector finds multiple lapsed certs on one site.
Days
Of work stoppage on average
Every day the site is shut down, you're paying crew while billing nothing. Renewals take weeks — the stoppage doesn't wait.
1
Spreadsheet between you and a fine
Most trade shops track certifications in a shared spreadsheet. One missed update, one formula error — and the deadline slips by silently.
"We had a GC pull our crew off a commercial HVAC retrofit because one tech's EPA 608 had lapsed. We didn't even know it was expired."
— A scenario every ops manager in the trades knows too well
The Fix
The way most shops track certs today
A shared spreadsheet. Maybe a calendar reminder if someone remembered to set one. No visibility for the whole team, no automated follow-through, and no audit trail when something goes wrong.
Cert_Tracking_FINAL_v3_USE-THIS-ONE.xlsx
| Name | Cert | Expires | Notes |
|---|---|---|---|
| J. Delgado | EPA 608 | 3/15/2024?? | check w/ him |
| M. Rivera | Elec. Lic. | ??? | pending renewal |
| A. Kowalski | OSHA 30 | 11/2025 | ok for now |
| T. Chen | State Lic. | Sarah has the copy |
No automatic reminders — someone has to remember to check
Dates entered wrong, missing, or flagged with question marks
No visibility for leadership until a job site problem surfaces
How TrainTrack handles it instead
Upload your roster, set the cert requirements for each role, and TrainTrack takes over. Reminders go out automatically. You have a live compliance dashboard that shows exactly who is current and who needs action.
TrainTrack — Compliance Overview
| Employee | Certification | Expires | Status |
|---|---|---|---|
| J. Delgado | EPA 608 | Mar 15, 2025 | 8 days · Reminder sent |
| M. Rivera | Electrical License | Apr 2, 2025 | 24 days · Reminder sent |
| A. Kowalski | OSHA 30 | Nov 14, 2025 | Current |
| T. Chen | State Contractor Lic. | Feb 3, 2026 | Current |
Automatic reminders at 90, 60, and 30 days — no manual follow-up
Every cert date is confirmed and visible to your whole ops team
Full audit trail showing who was notified and when
What TrainTrack Does
Four capabilities. One system. No missed renewals.
Built for trade shops with 10 to 200 employees — not enterprise compliance teams with dedicated staff.
Employee Roster Upload
Upload your crew from a CSV or connect your existing employee list. Each person gets a profile with all their certs in one place. No manual data entry row by row.
CSV import · Manual add · Role tagging
Certification Requirements
Define which certs each role requires — EPA 608, state electrical licenses, OSHA cards, DOT physicals. TrainTrack compares requirements against each employee's actual certifications and flags gaps.
Role-based requirements · Gap analysis · Compliance scoring
Automated 90 / 60 / 30-Day Reminders
TrainTrack sends email and SMS reminders to employees and managers at 90, 60, and 30 days before each expiration. You don't have to remember — the system does.
Email + SMS · Employee + manager alerts · Custom schedules
Live Compliance Dashboard
A real-time view of your entire crew's compliance status. See who is current, who has an upcoming renewal, and who needs immediate action — before it becomes a job site problem.
Status at a glance · Filter by role or cert · Export for audits
How TrainTrack Works
Operational in a day. Automatic from there.
TrainTrack is built for ops teams who don't have time to manage a compliance platform — they need it to run itself. Here's exactly what happens after you sign up.
Upload your crew roster
Import your employee list via CSV or enter employees manually. Add their role — electrician, HVAC tech, apprentice, driver — and TrainTrack knows which certifications to track for each person.
Supported import formats
CSV file (name, role, email, phone)
Manual entry for small rosters
Bulk edit after import
Set certification requirements by role
Tell TrainTrack what each role needs — EPA 608, state electrical license, OSHA 10 or 30, DOT medical card. Requirements apply automatically to every employee in that role.
Common certifications tracked
EPA 608 (Type I, II, III, Universal)
State electrical contractor licenses
OSHA 10 & OSHA 30
DOT medical examiner certificates
Any custom cert your shop requires
TrainTrack sends reminders automatically
At 90, 60, and 30 days before expiration, TrainTrack sends email and SMS alerts to the employee and their manager. The reminder tells them exactly what needs renewal and when.
SMS · Sent automatically
Hi J. Delgado — your EPA 608 certification expires in 30 days (Apr 15). Contact your manager to schedule renewal. Reply STOP to opt out.
Your dashboard stays current
When a cert is renewed, update the date in TrainTrack — and the reminder clock resets. The compliance dashboard reflects the real state of your crew at all times, ready for an inspector or a GC audit.
Audit-ready, always
Exportable compliance report by date
Full reminder history log
Status visible to all managers
Pricing
Priced for trade shops, not Fortune 500 compliance teams
Enterprise compliance platforms charge thousands of dollars per month and take months to implement. TrainTrack is built for shops with 10 to 200 employees — and it is operational in a day.
No implementation fees
Upload a CSV and you are running. No consultants, no onboarding calls unless you want one.
Scales with your headcount
Pay for the employees you have. A 15-person HVAC shop pays less than a 150-person electrical contractor — no flat enterprise rate.
No long-term contracts
Month to month. If TrainTrack doesn't prevent at least one renewal headache in your first 30 days, cancel — no questions.
Standard Plan
starting price · scales with team size
Everything included
No credit card required
Managing a larger crew? Pricing scales by employee count. Contact us for shops over 100 employees.
FAQ
Questions from ops teams like yours
Still have questions? Email us at hello@traintrack.com — a real person responds.
Which certifications does TrainTrack support?
Any certification with an expiration date. The most common ones we're built around are EPA 608 (Type I, II, III, Universal), state electrical contractor licenses, OSHA 10 and OSHA 30 cards, DOT medical examiner certificates, and state HVAC licenses. You can also add any custom certification your shop or GCs require — just enter the name and renewal period.
How long does it take to get set up?
Most shops are fully operational in under a day. You upload your employee roster via CSV (or enter employees manually), define which certifications each role requires, and enter existing cert dates. TrainTrack starts monitoring immediately. No implementation project, no consultant calls.
Do employees need to download an app?
No. Employees receive reminders via email and SMS — no app, no login required on their end. Managers and owners log in to the web-based dashboard to see compliance status and manage records.
What happens when a certification is renewed?
You or your employee updates the expiration date in TrainTrack, and the reminder clock resets automatically. The dashboard reflects the new status immediately. The renewal history is logged for audit purposes.
Can I see which employees haven't responded to reminders?
Yes. The compliance dashboard shows you each employee's status, when they were last reminded, and whether their certification has been updated. You can filter by cert type, role, or urgency to prioritize follow-up.
Is my crew's data secure?
TrainTrack stores employee certification data with encryption in transit and at rest. We do not sell or share your data with third parties. You can export or delete your data at any time.
Get Started
Stop managing certifications in a spreadsheet.
Upload your roster today. TrainTrack tracks every expiration date, fires reminders automatically, and keeps your crew job-site ready — without any manual follow-up from you.
Operational in under a day
Automatic email + SMS reminders at 90, 60, and 30 days
Live compliance dashboard for your whole crew
No credit card required to start
The math is simple
One prevented violation pays for TrainTrack for years.
Max OSHA fine (per violation)
$16,550
TrainTrack (10 employees, annual)
~$600
Protection per dollar spent
27x
OSHA penalty figures per 29 CFR 1903.15. Pricing shown is illustrative for a 10-person team starting at $50/mo.