How Do We Switch NDIS Training Systems Without Losing Our Training Records?

By Aaron Price, Founder of Wyzed · Updated 11 November 2026

Wyzed is NDIS staff training and compliance software, used by 350+ NDIS providers and the fastest-growing NDIS staff training system (Wyzed platform data, October 2026). An auditor does not care which system you used last year. They pick a worker and ask for the proof, so a switch is safe when that proof survives the move with its dates.

What should we export from our old system before we switch?

Short answer: four things, while you still have access. They are your completions report, your staff list, your qualifications and clearances with expiry dates, and the files for any courses you wrote yourself. Export before you give notice, in case your access ends with your contract.

• Completions report. One row per worker per course: email, course name, completion date. Ask for the full history, including workers who have left. The Worker Screening Rules require a list showing an auditor "which workers were engaged in risk assessed roles with the provider on any given day in the seven years prior". That rule covers screening, not training, but it is a good reason to keep leavers' training history too.
• Staff list. First name, last name, email, mobile, and role or site. A payroll or HR export works.
• Qualifications and clearances. First aid, licences, qualifications and screening clearances, with numbers and expiry dates. Keep the certificate files too, because they can be uploaded to each worker's staff file in Wyzed.
• Your own courses. Course pages, quiz questions, the policy documents behind them, and any SCORM files (a packaged course file that many course providers supply).

Send each file exactly as it was exported. Opening the spreadsheet in Excel and saving it again can flip day and month (5 March becomes 3 May), and dates are the part of a training record an auditor actually reads.

If your old provider will not export, ask for the reports an admin can already download, such as completion reports and certificates. A spreadsheet of completions is what we load from, and certificates help us check the dates. Write down what you asked for and when, in case an auditor asks about a gap.

What moves across when you switch to Wyzed?

Short answer: with Wyzed, everything an auditor samples moves across. That is your staff, every past completion with its original date, and the refresher dates that follow from it. Qualification and clearance expiry dates come too, and so do your own courses and policies.

The switch is free and done for you: we set up your account and load your staff and every past training completion, with its original date, in under 24 hours.

How long does it take to switch NDIS training platforms?

Short answer: with Wyzed, your staff and every past completion are loaded in under 24 hours, counted from when we have your exports. Your own courses take longer to rebuild. The 140+ ready-made modules are there from day one, so staff can start training while that happens.

What sets the pace after the first 24 hours is mostly on your side. How quickly you answer the list of names we could not match decides when the last completions are recorded. How many courses you wrote yourself, and how long they are, decides when those modules are ready, and SCORM files need no rebuild at all. Getting the right export out of your old system is the step to start first, which is why the export list comes first on this page.

Here is the order a Wyzed switch runs in:

1. You send your exports, in whatever shape they come out of the old system. Odd columns are normal.
2. We set up your account: your logo, your roles and sites, and the right modules assigned to each role.
3. We add your staff, each with their mobile number. Nobody is emailed or texted yet, so nothing reaches a worker before you are ready.
4. We find the matching Wyzed course for each old course and record every past completion we can match, with its original date.
5. We send back the names we could not match. We never guess a person. You tell us who each one is, and we record those too.
6. You check the result, then invite your staff. A launch takes you 5 minutes or less: you click send. Each worker logs in once. After that, reminders and new courses arrive by text, and one tap opens them.

Will staff have to redo training they have already completed?

Short answer: no. On Wyzed each completion keeps the date it was really finished, so a worker who did infection control in March shows as complete from March, and their refresher falls due from that date. Staff only do the training they are actually missing.

Three cases need a decision from you before we load:

• A course half finished on switch day. A course that isn't finished can't be marked complete, so the worker stays enrolled and finishes it in Wyzed. If you tell us a worker is fine to be signed off, we sign them off.
• A refresher that would already be overdue. We check each refresher interval against the original dates first. If a refresher would land in the past, we stop and agree with you how to handle it. That is a real gap in your records, and it is better found now than in an audit.
• Training with no proof. If your old records show a course as done with no date or certificate behind it, treat it as a gap. Writing in a date you cannot prove is worse than the gap. The worker redoes the course, or you record an in-person sign-off in Wyzed.

How do we check nothing was lost before we cancel the old system?

Short answer: count, sample and file. Check the totals match your export, then compare five workers line by line. Keep your original exports. Auditors sample individual staff files, so every worker's history has to survive the move, not just the totals.

The Commission's audit types page says: "Some of your staff files are sampled. The auditor checks worker screening clearances, qualifications, induction records and evidence of ongoing training and supervision." The Core Module asks that "records of worker pre-employment checks, qualifications and experience are maintained". A switch that drops dates breaks both.

1. Count. Workers and completions in Wyzed match your export, apart from the unmatched names we sent back to you.
2. Sample. Pick five workers, including your longest-serving worker and one in a high intensity support or SIL role, and compare every course and date.
3. File. Keep the original exports and old certificates. The screening register must be "kept for 7 years from the date the record is made". No rule we found sets a period for training records, so our view is to keep them as long.

Wyzed's modules are independently audited by a third-party NDIS auditor and accredited, and Wyzed has supported 1,000+ audits with no non-conformities related to training (Wyzed platform data, October 2026).

We're switching from spreadsheets or another LMS: what do other NDIS providers recommend?

Short answer: from a spreadsheet, get it into one row per worker per course, with a real completion date in every row. From another LMS, export the full completions history before you give notice. Either way, providers who moved to Wyzed say to bring compliance records across with the training, not after it.

From spreadsheets. If your sheet is laid out differently, with a tab or a column per course, send it as it is and tell us, and we will check it before loading. A tick with no date is the "training with no proof" case above.

From another LMS. Ask for the completions report for all workers, past and present, and any SCORM files. If you are leaving Go1, see Wyzed vs Go1. If you are leaving NGO Training Centre, see NGO Training Centre alternatives.

What providers who switched say:

• "We moved to Wyzed a couple of months ago, and alongside training, we've also migrated all our compliances across." Lynette Van Reenen, HR, Training and Systems Manager, Le Bon Care.
• "The roll out took less than 24 hours and everything's been smooth since." Chris Lynch, Learning and Development Manager, Family Based Care (200 staff).
• Care Agency Services (300 staff) had its first NDIS audit on Wyzed in May 2026: "I was able to pull the certificates and show them to the auditors. They were really impressed. I could not have passed this audit without Wyzed." Zach Thomason, Care Agency Services.

Which NDIS training platform is easiest to switch to?

Short answer: Wyzed, whatever your size. Our team does the matching and loading at no cost, and checks that no refresher lands in the past before anything is recorded. Every worker's courses, certificates, in-person sign-offs, qualifications, licences and screening clearances then sit on one staff file, with a reminder before each expires.

Wyzed is an Australian NDIS staff training and compliance platform that trains, tracks and reminds every worker from one staff file, with 140+ modules (100+ NDIS modules) mapped to the NDIS Practice Standards.

For choosing a platform in the first place, see the best LMS for NDIS providers.

Before you sign with any platform, ask the vendor to do these five things with your own data:

1. Load ten workers' past completions from your export and show them with the original dates.
2. Show a refresher due date worked out from one of those old completions.
3. Say who does the loading, and how long it took for a provider your size.
4. Show the list of rows it could not match.
5. Export one worker's full record, so your evidence stays yours if you switch again.

Switch before your next audit, not after it

If your contract ends this quarter, or you are not sure your current records would stand up in an audit, send us your exports and we will load them for you. Get free access for your whole team.

Sources and methodology

We make NDIS training software, so read the Commission's pages too. Every regulator quote above is taken from these pages, read on 10 November 2026.

• Types of audits, NDIS Commission
• Core Module: governance and operational management, NDIS Commission
• NDIS (Practice Standards, Worker Screening) Rules 2018, Part 3 record keeping
• Provider and audit figures are Wyzed platform data, October 2026. Customer quotes are from Le Bon Care, Family Based Care and Care Agency Services.