SharePoint: 10-Min ISO 9001 Tracker

Key insights

• ISO 9001 compliance made fast: You can build a basic training tracker in under 10 minutes using modern SharePoint lists for audit-ready training records and simple QMS integration.
  Set expectations: quick setup covers assignment, status tracking, and record keeping without custom code.
• SharePoint List setup: Start a modern list, add columns like employee, course, due date, and status, and use inline editing for fast updates.
  Lists act like an online spreadsheet that managers and HR can edit in the browser or on mobile.
• Views and filtering: Create filtered views for overdue, completed, or role-specific training so managers see priorities at a glance.
  Views reduce noise and speed audits by showing only the relevant records.
• Power Automate reminders: Use automation to send email alerts or notifications when training is due or overdue, reducing manual follow-up.
  Flows also record actions for traceability during ISO audits.
• Permissions and governance: Assign access rights so only authorized staff edit training records and auditors can view read-only history.
  Keep separate lists or libraries for procedures, records, and policies to maintain control and simplify audits.
• Templates and integrations: Use modern templates, link with Teams or Viva Learning, and leverage AI insights to spot training gaps and support blended learning.
  These integrations scale the tracker from a simple list to a broader training management system.

Video at a glance

This article summarizes a YouTube tutorial by Dougie Wood [MVP] that demonstrates how to build an ISO 9001 training tracker in SharePoint in under ten minutes. The video walks viewers through creating the foundation of a tracker using Microsoft Lists, explaining list configuration, views, and the basic site setup. It targets QA engineers, QMS consultants, HR professionals, and others who need a fast, audit-ready solution for training records and compliance.

The presenter outlines timestamps for each major step, from creating a SharePoint site to configuring lists and views, making the guide easy to follow. As a concise walkthrough, the video emphasizes practical setup rather than full-scale customization, so viewers can get started quickly. Consequently, the tutorial serves as a practical shortcut for teams preparing for audits or improving training traceability.

Step-by-step: Building the tracker

First, Dougie shows how to create a new SharePoint site and then add two primary lists: an employees list and a training tracker list. He configures key fields such as employee name, training title, due date, and status, and then demonstrates inline editing and view creation to filter overdue or completed items. This hands-on section makes it clear how a basic training log can replicate common Excel workflows within the secure SharePoint interface.

Next, the video explains how to create user-friendly views so managers can see actionable items quickly and how to apply permissions to protect sensitive records. While the tutorial focuses on fast deployment, it also notes optional steps like importing data and refining metadata for richer reporting. Therefore, even small teams can follow this path to a functional tracker while leaving room to expand later.

Advantages and tradeoffs

Using SharePoint and Microsoft Lists offers rapid deployment, centralized data, and easy inline editing, which together shorten implementation time and reduce training overhead. Moreover, native integration with Microsoft 365 promotes a single source of truth and supports versioning and audit trails important for ISO 9001 compliance. However, speed sometimes comes at the expense of advanced features, and teams may find list-based trackers less powerful than dedicated learning management systems for complex course delivery or credentials.

Additionally, templates and quick setups minimize development cost but can create limitations in reporting and process automation if you need complex conditional logic. Therefore, organizations must balance the benefit of a fast, low-cost solution against the potential need for future customization or third-party tools. In short, the approach fits many scenarios but may not replace full-featured HR or LMS platforms when scale and feature depth are priorities.

Automation and integrations

The tutorial highlights how to pair the tracker with Power Automate to create reminder workflows and basic alerts, which improves compliance and reduces manual tracking. Integration with Teams and learning tools such as Viva Learning can further support blended training and make assignments more visible to employees. These integrations increase efficiency, yet they also introduce dependencies and complexity that require governance and testing to ensure automated reminders behave reliably.

Also, recent AI enhancements in Microsoft services can help surface training gaps and suggest learning paths, but they require careful configuration to protect privacy and avoid false positives during audits. Consequently, automation can deliver significant time savings, but it raises tradeoffs around maintenance, error-handling, and the need for periodic validation of flows and AI suggestions. Teams should therefore adopt a staged approach to automation, starting simple and expanding as confidence grows.

Implementation challenges and practical tips

Common challenges include managing permissions correctly, ensuring data quality, and preventing duplicate records when multiple teams contribute to the lists. The video briefly touches on permissions but viewers should plan a governance model that defines who can add, edit, or delete records to preserve audit readiness. Furthermore, training users on the new process reduces entry errors and keeps the tracker useful during audits and reviews.

For scalability, separate libraries and lists for procedures, policies, and records help maintain clarity and audit trails, and periodic cleanup or archival policies prevent list bloat. Finally, test your automation flows and notification cadence before full rollout, document your configuration, and retain records of changes—these steps reduce risk and make the SharePoint tracker more robust over time. Such practical measures help balance ease of use with the controls required by a QMS.

Final takeaways

Dougie Wood’s tutorial provides a pragmatic, fast path to a functional ISO 9001 training tracker built on SharePoint and Microsoft Lists. It excels for teams that need a quick, auditable solution and want to leverage Microsoft 365 integrations without heavy development. However, organizations should evaluate tradeoffs around customization, automation complexity, and long-term scaling before relying solely on a list-based tracker.

Overall, the video offers clear instructions and realistic expectations, making it a useful starting point for QA, HR, and compliance teams. By combining a simple setup with governance, testing, and phased automation, teams can build a cost-effective tracker that supports compliance while leaving room for growth and refinement. Consequently, this approach acts as a practical foundation for many organizations working toward stronger training traceability and audit readiness.

Keywords

ISO 9001 training tracker, SharePoint training tracker, ISO 9001 compliance tracker, build training tracker in SharePoint, SharePoint training management, ISO 9001 training records, quick SharePoint tutorial, create training tracker under 10 minutes