Certification Tracker vs Spreadsheet: Why Spreadsheets Fail (And What to Use Instead)

Let's be honest: spreadsheets are the default solution for tracking anything. They're familiar, flexible, and free. For certification tracking, a spreadsheet seems like the obvious choice.

But there's a fundamental problem with using a certification tracking spreadsheet: spreadsheets don't remind you to look at them.

The Spreadsheet Problem

A spreadsheet can store all your certification data perfectly. Dates, vendors, credential IDs—it's all there. The issue isn't storage. The issue is retrieval at the right time.

Here's the typical lifecycle of a certification tracking spreadsheet:

1. Week 1: You create the spreadsheet. It's beautiful. Color-coded.
2. Week 2: You add all your certs and feel organized.
3. Month 2: You forget it exists.
4. Month 8: You get an email that your cert expired last week.

The spreadsheet did its job. You didn't check it. And that's the core problem: spreadsheets require you to remember to use them.

Why "I'll Set a Calendar Reminder" Doesn't Work Either

The obvious fix is to set calendar reminders. But this creates new problems:

• You need to create separate reminders for each certification
• Multiple reminder dates (90, 30, 7 days) means 3x the calendar clutter
• When you earn a new cert, you have to remember to add reminders
• Your certification data is now split between two systems

Calendar reminders solve the "remember to check" problem but create a maintenance burden that most people abandon within months.

What Certification Tracking Software Actually Solves

A dedicated certification tracking software combines data storage and automatic reminders in one system. You add your certifications once, and the tool handles:

• Automatic reminder emails — No calendar setup needed
• Expiry status tracking — See what's valid, expiring, or expired at a glance
• Shareable profile — Send employers a link instead of a PDF
• Mobile access — Check credentials on any device

The key difference: you don't have to remember anything. The system reaches out to you when action is needed.

When Spreadsheets Still Make Sense

To be fair, spreadsheets aren't always wrong. They work well when:

• You have only 1-2 certifications with no expiry dates
• You already check a master spreadsheet daily for other reasons
• You need complex custom calculations specific to your workflow

But for most professionals managing multiple expiring certifications, the "I forgot to check" problem makes spreadsheets a liability rather than an asset.

The Real Cost of a Lapsed Certification

Missing a renewal deadline isn't just inconvenient. Depending on the certification, you might face:

• Re-examination costs: $300-500+ for many IT certifications
• Career impact: Job requirements often mandate current certifications
• Lost CPE credits: Some vendors don't accept late renewals
• Study time: You'll need to relearn material you already knew

A free tracker that sends automatic reminders is cheap insurance against these outcomes.

Making the Switch

If you're currently using a spreadsheet (or nothing at all), switching to a dedicated tracker takes about 10 minutes:

1. Create a free MyCertList account
2. Search for your certifications in the catalog
3. Add your earned date and expiry date
4. Enable email reminders in settings

That's it. You'll get reminded at 90, 30, and 7 days before each certification expires. No spreadsheet to remember to check. No calendar events to maintain.