Templates and records · ISO 45001 · Clause 7.2

ISO 45001 health and safety training record

This is not the general training record: it is proof that each worker has been trained on the risks of their role, at the right time and during working hours.

In one sentence

The health and safety training record shows that each worker has received theoretical and practical training on the risks of their role on joining, when their duties or equipment change and periodically, because ISO 45001 requires evidence of competence in health and safety to be retained (7.2) and article 19 of Spanish Law 31/1995 requires that training to be given within working hours and at no cost to the worker.

Content reviewed on 17 October 2026

Where the standard requires it: ISO 45001 · Clause 7.2 Clauses are cited using the numbering of ISO 45001:2018, the current edition, which includes the 2024 amendment on climate change.
Type of information: Mandatory record Documented information to be retained (7.2)
Who fills it in: HR and health and safety practitioner The practitioner defines the training for each role; HR schedules it and keeps the evidence
When: Before taking up the role And when duties, equipment or technology change, and at the intervals set by the assessment
How long it is kept: Set by the organisation ISO 45001 sets no retention periods (7.5.3). Spanish Law 31/1995 also requires prevention documentation to be kept available to the labour authority (art. 23), so it is wise not to destroy anything while the role or risk it refers to still exists.

What the standard requires

What ISO 45001 demands and what it leaves to your judgement

The standard requires you to determine the competence that affects health and safety performance, ensure people have it —including the ability to identify hazards— and retain evidence. Where it is lacking, you must train and evaluate whether the training has worked.

Article 19 of Spanish Law 31/1995 is far more specific: sufficient and appropriate training, focused on the role, at the time of hiring and whenever duties or equipment change, repeated periodically if necessary, within working hours or with the time offset, and at no cost to the worker.

This record differs from the general ISO 9001 competence record in that it is organised by role and risk: what is audited is that nobody holds a role without training on its risks and that training with an expiry date, such as forklift or work-at-height courses, is current.

Read it in context: Support, in the ISO 45001 Academy

Structure

Fields the template should include

Worker, role and date of joining the role
Training required by the risk assessment for the role
Training activity: content, hours, theoretical or practical
Date, trainer or provider and their qualifications
Within working hours or with time off in lieu
Evaluation of effectiveness: test, on-the-job observation
Expiry or refresher date, where applicable
Worker’s signature or acknowledgement

Example

Example: onboarding a forklift driver

Company, people and figures are fictitious: the example only shows what a properly completed record looks like.

Field	Content
Worker and role	Fictitious worker TR-0218 · forklift driver · started 2 March 2026
Training required	Warehouse role risks, counterbalance forklift operation, emergencies
Activity 1	Role risks and emergencies · 2 h · health and safety practitioner · 2 March
Activity 2	Safe forklift operation · 8 h theory and practice · external training provider · 3 and 4 March
Working hours	Within working hours
Effectiveness	Practical test on a course passed; observation by the warehouse manager two weeks later
Authorisation	Authorised in writing to operate a forklift from 5 March
Refresher	March 2029, according to the training plan

At the audit

Mistakes auditors commonly flag

Workers in the role before being trained on its risks.
Generic health and safety training, the same for everyone, with no role-specific content.
Sign-in sheets with no content, duration or trainer.
Expired refresher training that nobody notices until the audit.
Training given outside working hours without compensating the time.

In Kimobox

How this record is kept in Kimobox

1Health and safety training is managed with expiry dates and automatic alerts before they lapse.
2Each worker’s record in the employee portal shows the training received, the training pending and their acknowledgement.
3Required training comes from the risk assessment of the role the worker is linked to.
4The training status of the whole workforce can be seen at a glance, without cross-referencing spreadsheets.

Frequently asked questions

What people ask us before getting started

How does it differ from the ISO 9001 training record?

The ISO 9001 record demonstrates competence for the quality of the product or service. This one shows that each person knows the risks of their role and how to protect themselves, and it is tied to the risk assessment and to specific legal obligations. In an integrated system they can sit in the same employee file, but with different requirements.

How often must the training be repeated?

The law requires it to be repeated periodically where necessary and whenever duties, equipment or technology change. The specific interval is set by the risk assessment or, in some cases, by the collective agreement or sector-specific regulations.

Does an online course count?

It can cover the theoretical part, provided it is focused on the role. Risks that call for skill —operating equipment, working at height— need a practical component and a check that the lesson has been learnt.

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Sources

Where each figure comes from

References to the official text in force. If a standard is revised, this page is updated and the review date says so.

ISO 45001:2018 — Occupational health and safety management systems — Requirements with guidance for use ISO · 2018 ed., with Amd 1:2024
Ley 31/1995 of 8 November on the prevention of occupational risks BOE-A-1995-24292 · Consolidated text