Training Record Management System
(TRMS) & Authorization Built for Aviation
Empower your aviation workforce with a centralized Training Record Management System (TRMS) and Authorization solution. Streamline training administration, monitor certifications, automate renewals, and maintain real-time compliance with aviation regulations—all through a single AI-powered platform.
CAA Compliant
ICAO SMS Aligned
IOSA Ready
EASA Compatible
AI-Enabled
No-Code Platform
Mobile & Offline
The Problem
Why Training & Competency Management Breaks Down
Many organizations still manage training records, authorizations, assessments, and competency data through spreadsheets, emails, paper files, and disconnected systems—creating compliance risks, poor visibility, and operational inefficiencies.
No Centralized Training Repository
Training records, certifications, competencies, and proof of completion are scattered across multiple systems, making it difficult to maintain a single source of truth.
Manual Assessment Management
Pen-and-paper assessments and external examinations require manual storage of answer sheets and results, increasing administrative effort and reducing traceability.
Scattered Employee Authorizations
Employee authorization records are maintained in different locations, making it difficult to quickly identify, verify, or categorize personnel based on roles, qualifications, or operational authorizations.
Right People Right Training
Right Authorization
Full training and authorization lifecycle coverage — from competency mapping, scheduling, and digital assessments through role-based approvals, certifications, and audit-ready records.
Core Capabilities
Training Record Management System
01
Training Competency Matrix
The Training Competency Matrix in TRMS provides a structured view of employee competencies by mapping required skills, certifications, and training to roles, enabling clear visibility into readiness, authorization eligibility, and ongoing competency maintenance
02
Training Needs Analysis
Capability to define role-based and position-specific training requirements linked to job functions, aircraft type, operational area, and regulatory mandates. This in return can go for an Approval process before getting Published
03
Plan Training & Scheduling
Tools for planning, scheduling, and coordinating initial, recurrent, and ad-hoc training programs across classroom, online, and on-the-job learning environments. Create structured training plans, assign courses based on role and competency requirements, and schedule sessions.
04
Examination & Assessment Management
Support for electronic exams, quizzes, assessments, grading, pass/fail criteria, and result analysis, with secure record retention. The System supports Automatic Assessment evaluation and Grading according to the weightage defined.
05
Electronic Training Records & Audit Trails
Secure electronic storage of training histories, certificates, attendance records, assessment results, and approvals, with full audit trail support.
06
Employee Training Profile and Feedback Assessment
After training completion, certifications are automatically updated in the Training Profile with completed and valid training details. Supervisors can provide post-training feedback to support competency evaluation and continuous improvement.
Core Capabilities
Authorization Management
01
Digital Authorization Certificates
Digitally generated certificates with QR verification, employee photos, and authorized signatures ensure secure, tamper-proof documentation, enabling instant validation and preventing misuse, while strengthening trust with regulators and auditors
02
Digital Assessment Engine
Fully digital assessment lifecycle: questionnaire creation, assessment execution, evaluation (manual and Automatic), and scoring (manual and Automatic)
03
Automated Expiry & Renewals
System-triggered reminder emails before authorization or license expiry support proactive renewals, preventing compliance violations and operational disruptions
04
Centralized Authorization Monitoring & Dashboards
A centralized authorization repository with advanced filters and dashboards provides real-time visibility into authorization status, validity, and expiries, enabling data-driven decisions, faster audits, and a clear organizational overview.
05
Authorization Visibility at Employee Profile Level
Each employee profile shows current authorization licenses and validity, enabling instant eligibility verification, ensuring only authorized personnel are assigned, and reducing compliance risks.
06
Smart Role Authorization
Ensures compliant, role-based authorization approvals with automated notifications, reducing delays and enabling full audit traceability with timestamps.
Why QMSmart
From Scattered Records to VerifiedAudit-Ready Compliance
QMSmart unifies training, competency, and authorization management in one platform — replacing spreadsheets and paper files with real-time visibility and tamper-proof verification.
Structured competency & authorization mapping
Maps skills, certifications, and authorizations to roles for clear readiness visibility (ICAO Doc 9859 aligned)
Tamper-proof digital certificates
QR-verified certificates with photos and signatures for instant, secure validati
Automated assessments & scoring
Digital exams with manual and automatic evaluation options
Proactive expiry & renewal alerts
Automated reminders before expiry prevent compliance gaps
Real-time dashboards & visibility
Centralized view of training and authorization status across the organization
Instant eligibility verification
Employee profiles show live training and authorization status at a glance
Full audit trail & traceability
Timestamped records for every action — always audit-ready
Auto-updated employee profiles
Certifications sync automatically on completion, with built-in supervisor feedback
Who It's For
Built for Every Aviation Operator Type
Commercial Airlines
Manage crew and employee training, certifications, competency records, and authorization validity across all operational departments. Automate renewals and maintain compliance with aviation regulations.
MRO Facilities
Track engineer qualifications, Part-145 authorizations, recurrent training, and competency assessments. Ensure maintenance personnel remain certified and audit-ready
ATOs & Training Organizations
Digitize student and instructor training records, course completion, simulator assessments, and certification management with complete regulatory traceability.
Airports & Ground Handlers
Manage training programs for ground staff, ramp operations, security personnel, and contractors. Monitor certification validity and role-based authorizations from a centralized platform.
Helicopter Operators
Maintain pilot and engineer training records, type ratings, recurrent training schedules, and operational authorizations to ensure continuous regulatory compliance
Business Jet Operators
Track crew qualifications, Part 135 training requirements, aircraft-specific authorizations, and certification renewals to keep every flight operation compliant
Regulatory Frameworks
Designed for the Way Training Records & Authorizations Are Managed
Faq's
Frequently Asked Question
Everything you need to know about QMSmart's Safety Risk Assessment module.
The Competency Matrix maps required skills, certifications, and training to specific roles, aircraft types, and operational areas. This gives instant visibility into each employee's readiness, authorization eligibility, and any competency gaps — aligned with ICAO Doc 9859 guidance on training and qualification management.
Training Needs Analysis lets you define role-based and position-specific requirements linked to job function, aircraft type, or regulatory mandate. Once defined, requirements can go through an approval workflow before being published, ensuring only validated training plans reach employees
Yes. QMSmart supports the full digital assessment lifecycle — questionnaire creation, execution, and evaluation — with both manual and automatic grading. Results, pass/fail criteria, and scoring are stored securely and integrate directly into each employee's training record.employee's training record.
The system automatically triggers reminder emails and notifications ahead of expiry — covering training certifications, licenses, and authorizations — for both employees and supervisors. This proactive alerting prevents lapses in validity and avoids compliance violations or operational disruptions.
Yes — every record is fully audit-ready. It includes training history, certificates, attendance, assessment results, authorization status, approvals, and a complete timestamped audit trail. Records are searchable, filterable, and can be exported as formatted PDF reports for DGCA, IOSA, and internal audits in one click.
Each certificate is digitally generated with QR code verification, the employee's photo, and authorized signatures — making it tamper-proof and instantly verifiable. This prevents misuse of authorization documents while strengthening trust with regulators and auditors
Regulatory frameworks require organizations to demonstrate that personnel are trained, competent, and currently authorized for the roles they perform. Manual tracking creates compliance gaps and audit risk; QMSmart ensures every authorization is verifiable, current, and traceable at any point in time.
Most organizations are live within 4–8 weeks, with no coding required. Existing training records, certificates, and authorization data can be migrated into the platform as part of onboarding.
