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HR agent

Training tracker

Every required training assigned to the right people, chased before it’s due and reported, so nothing mandatory lapses.

  • $12,500 fixed
  • Live in 3 to 6 weeks
  • Yours to keep
Let’s build your agent How it works
The review screen for Training tracker: four items, three done, and one (6 overdue) waiting for the HR lead, who is asked: Six people are past the harassment-prevention deadline. Tell their managers?
How it works

Courses assigned and chased. HR gets the late ones by name.

Here’s a typical run, step by step: what automation handles, what the agent does, and the calls that stay with your team.

The workflow for Training tracker, in 5 steps. It starts with “A course falls due” and ends with “Done and on record”. Each step lists what automation, the agent and your team do there.
Training trackerA typical run
Starts withA course falls dueYour yearly harassment prevention course for New York staff is due by October 1.
The agent: Reads where each person works and in which role, counts two remote staff based in New York, and lists 48 people.
Automation: Enrolls all 48 in the learning system with October 1 as the due date, so it shows up in each person’s own list.
~6h/mo

Step 1 of 5Work out who needs it

  • The agent

    Reads where each person works and in which role, counts two remote staff based in New York, and lists 48 people.

    Location can sit in more than one field, and they don’t always agree. Someone in Queens on a Boston team still counts.

  • Automation

    Enrolls all 48 in the learning system with October 1 as the due date, so it shows up in each person’s own list.

    Once the list is right, enrolling 48 people is the same step 48 times.

Reads
  • HR system
Writes
  • Learning system

~6 hours a month back

Where teams differWho needs a course can turn on job title, location, or the sites and equipment someone works with.

Automation: Reminds everyone still outstanding 30, 14 and 3 days before October 1, by email and in Slack.
The agent: Replies when someone asks if last year’s course counts or if they can do it in person, from your training rules.
~16h/mo

Step 2 of 5Chase before it’s due

  • Automation

    Reminds everyone still outstanding 30, 14 and 3 days before October 1, by email and in Slack.

    The deadline fixes the dates, so the reminders go out on time with nobody watching.

  • The agent

    Replies when someone asks if last year’s course counts or if they can do it in person, from your training rules.

    People reply to reminders with questions. An answer in the thread keeps the course from sitting unopened.

Reads
  • Learning system
Writes
  • Email
  • Team chat

~16 hours a month back

Where teams differThree reminders is the usual. When the manager gets copied, from the first or only once it’s late, is your call.

The agent: Adds the four people who did it in person from the trainer’s signed sheet, alongside the 38 who finished online.
~9h/mo

Step 3 of 5Record who finished

  • The agent

    Adds the four people who did it in person from the trainer’s signed sheet, alongside the 38 who finished online.

    The sheet is a photo of handwritten names. “J. Alvarez” could be one of three people on the list.

Reads
  • Learning system
  • Sign-in sheets
Writes
  • HR system

~9 hours a month back

Automation: On October 2 it pulls the six still not done, with each one’s manager and every reminder they were sent.
IfYour team: Messages their managers, gives a short extension, or books a group session for the ones who missed it.
~3h/mo

Step 4 of 5Deal with the late six

  • Automation

    On October 2 it pulls the six still not done, with each one’s manager and every reminder they were sent.

    Overdue is a date and a completion mark. There’s nothing to weigh.

  • Your teamIf anyone’s past October 1

    Messages their managers, gives a short extension, or books a group session for the ones who missed it.

    One was on leave, another started last week. HR knows which lateness needs a word and which needs a new date.

Reads
  • Learning system
Writes
  • Email

~3 hours a month back

Automation: Puts every name, date and certificate for the course into one report, ready when an auditor or leadership asks.
~5h/mo

Step 5 of 5Report for the audit

  • Automation

    Puts every name, date and certificate for the course into one report, ready when an auditor or leadership asks.

    Auditors ask for the same columns every year: name, date, certificate.

Reads
  • HR system
Writes
  • Reports folder

~5 hours a month back

Ends withDone and on recordEvery completion in the HR system, and a report for each course ready for an audit.
Total~39h/mo

What changes

Courses get done before the deadline without a chase list in sight. HR hears about the few who are late, and the audit report is already written.

  • 4steps automated
  • 3steps for the agent
  • 1call kept with your team

Pick any step to see what happens there and why it sits in that lane.

What it could be worth

~39 hours a month back

$22,500 a year in time

For a 400-person company keeping about ten required courses current, at $48 an hour. We work out yours from your own volumes before you sign.

Let’s build your agent
What we customize with you

One proven agent, plugged into how you work.

Every team does this job a little differently, so we set these five with the people who do it today. We’ve done this in dozens of businesses, so we know where teams usually differ and ask about those first.

The agent

Same for every client
  • Follows the same proven steps
  • A person on every exception
  • Every decision logged
  • Tested on your past work first

  1. Your systems

    Where the work comes in, and where the result goes.

    For this agentCourses from your learning platform, records into your HR system.

  2. Your rules

    The limits and exceptions it works to.

    For this agentWhich courses each role and location needs, and when they’re due.

  3. Your team

    Who signs off, and who covers when they’re away.

    For this agentThe HR lead for anything overdue, managers for their teams.

  4. Your channels

    Where your team hears from it.

    For this agentEmail and Slack reminders, a monthly report for leadership.

  5. Your output

    What it hands back, in the format you already use.

    For this agentA completion report per course, ready for an audit.

Writing or choosing courses stays with your team. Onboarding is its own agent in this catalog.

What you get

The agent, and everything that keeps it working.

  • The agentRunning on your systems, under your rules.
  • The review screenWhere the exceptions land for your HR team and managers.
  • Your rulebookYour limits, exceptions and who signs off, in one place, often for the first time.
  • A test reportYour past training records, run through it and checked against the number.
  • The runbookHow it works, what to check, and what to do if it stops.
  • 30 days of tuningAfter it goes live, through a full month of your real training records.
The number we agree

Share of required training finished by its deadline. We measure it before we start, and again at day 30.

How we get there

Live in 3 to 6 weeks. About seven hours of your time.

We do the building. Your side: access, your required courses and last year’s completions, and a short weekly check-in.

  1. Before kickoff

    We send the access checklist.

    You, 2 hours. Access, an owner, and your required courses and last year’s completions.

  2. Weeks 1 to 2

    We connect your systems and set it up.

    You, 1 hour. Walk us through your rules.

  3. Weeks 2 to 4

    We test it on your past training records.

    You, 1 hour. Review what it flagged.

  4. Weeks 3 to 6

    It runs beside your team, then goes live.

    You, 1¼ hours. Work from the review screen.

Then 30 days of tuning, with a short check-in each week, about two hours of yours. At day 30 we show you the number and hand everything over.

After it’s live

It keeps running whether or not we stay.

  • It runs in your accounts

    Your cloud, your systems, and an AI account in your name, billed by the provider at their rates.

  • Changes in the first 30 days are included

    A new rule, a changed limit, someone new signing off. That’s what tuning is for.

  • After that, your call

    Your team edits the rulebook, the care plan covers it, or a bigger change is quoted first.

Questions

About this agent.

Does it run the courses?
No. Your learning platform does. The agent assigns them, chases completion and reports.
What about safety training on site?
It tracks in-person sessions too, recorded by whoever runs them, alongside online courses.
Our process isn’t quite like this. Will it still work?
That’s the usual case. The job looks the same in most businesses, but the details never do. We map how your team does it today, then set the rules, systems and approvals to match. That’s what most of the 3 to 6 weeks are for.
How do we agree the number?
Together, before any work starts. For this agent it’s the share of required training finished by its deadline. We measure it before we start, and again at day 30.
What does it cost to run once it’s live?
Hosting and AI, paid straight to the providers, not through us. It usually runs 5x to 25x cheaper than doing the same work by hand, and we work out your figure from your real volumes before you sign.

Want every required course done on time?

Tell us how your team handles training records today. We’ll show you this agent on examples like yours, and whether it fits the fixed price.

Let’s build your agentBack to HR
New to Switchboard Agents? How it works, what’s included, and what it costs.
  • 3 to 6 weeksto live, then 30 days of tuning
  • $12,500fixed, per agent
  • Yours to keepno license fees
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Switchboard Agents$12,500 fixed · live in 3 to 6 weeks How it works Let’s build your agent