Get Employees Up to Speed on SDS Software The Right Way

Chemical safety tools have come a long way, but there's still a familiar problem: your team isn't using the software correctly, or at all. You've rolled out a new Safety Data Sheet (SDS) management system to improve access, ensure compliance, and streamline emergency response. But if workers aren’t trained to use it, the risk doesn’t go away. It just hides in plain sight.

Many organizations treat SDS software as plug-and-play. It’s not. If your goal is a safer workplace, your SDS rollout has to include focused, hands-on training. This article walks you through how to do that. From who needs the training to what it should cover, you’ll get practical strategies, plus a look at how modern solutions makes it easier with tools built for training and compliance.

Who Needs to Be Trained?

You can’t assume your team knows how to use SDS tools just because they’ve been given login credentials. Under OSHA’s Hazard Communication Standard, employers must ensure employees know where SDS are, how to use them, and how to respond to hazards safely. However, not every employee needs the same level of SDS training:

• Frontline Workers: Teach them how to find SDS quickly, read hazard sections, and know what actions to take.
  

• Supervisors: They need to understand version control, SDS updates, and how to verify compliance.
  

• EHS Managers: Give them full access to reporting features, chemical tracking tools, and audit histories.

The training should match each person's role and responsibilities. Giving everyone the same module may sound efficient, but it’s often less effective. Role-based access and training make learning stick, and keeps your team focused on what they need to know.

Once you know who you're training, the focus shifts to what they actually need to learn. Good SDS training isn't just about system access, it’s about mastering key tasks that protect people and keep your program compliant.

What the Training Needs to Cover

Let’s look at what SDS software training should include:

• Navigating the SDS Software: This is the first skill every user needs. Employees should learn how to log into the system quickly, even under pressure. Train them on the basics: using search filters, accessing saved favorites, and viewing documents on mobile devices if available. Software familiarity builds confidence and cuts response time when every second counts.

• Chemical Lookup: It’s not enough to search by brand name. Sometimes products are labeled differently on-site. Teach workers how to search by ingredients or chemical family names, especially for substances with multiple trade names. A good training session also shows them how to narrow results and spot the right SDS from a list of similar entries.

• Hazard Identification: Employees need to recognize hazard pictograms and know what each one means. Training should focus on how to read the sections that matter most, like Section 2 (hazard identification) and Section 4 (first aid measures). Walk through real examples from your workplace: ammonia used in sanitation, isopropyl alcohol in maintenance, or solvents used in paint shops.

• Labeling Requirements: Employees often handle containers that have secondary or workplace-specific labels. Make sure they understand how the GHS system works and what label elements must always match the SDS, such as the signal word, hazard statements, and pictograms. This is especially important for anyone involved in transferring chemicals between containers.

• Updates and Version Control: Every time an SDS changes, because of new research, manufacturer revisions, or regulatory updates, those changes need to reach the people who rely on them. Teach users how to spot updated versions and verify that they’re using the most recent sheet. EHS managers should also know how the system logs updates and distributes them across the organization.

Teaching the right skills is one thing, but timing plays an equally important role. Let’s look at when your training should happen.

When to Train

Great training isn't just about what you teach, it's also about when you teach it. Catching employees at the right moment makes lessons more likely to stick.

• Onboarding: New hires are most vulnerable to missing key safety information. That’s why SDS software training should be baked into orientation programs. Don’t wait until they need to use it, show them early how to access chemical information and explain why it’s part of their day-to-day safety responsibility.

• System Updates: Whenever the software platform changes, whether it’s a small design tweak or a full upgrade, take time to retrain your users. Even experienced workers can get tripped up by a new interface or unexpected menu changes. A short update session prevents future confusion and cuts down on support requests.

• Annual Refreshers: Some regulations require refresher training at least once a year. But beyond compliance, this is a chance to review known gaps. Have there been near misses? Did someone misread a hazard code? These are teachable moments that you can fold into a yearly update.

• Before Audits or Site Changes: Chemical use changes with new processes, new contractors, or new equipment. If a department introduces new materials, make SDS training part of the prep. Getting ahead of change with focused retraining helps teams respond more confidently and reduces the risk of non-compliance during inspections.

Now that we’ve covered the how, it’s time to explore the tools that can lighten the load and make SDS training easier to manage at scale.

How HSI Can Help

Training your workforce on SDS software shouldn’t feel like building a program from scratch. HSI brings everything together in one platform.

• Integrated Learning: HSI’s EHS system works with its LMS so your team can access chemical safety training directly from the system they’re using to manage SDSs.
  

• Targeted Training: Our courses on Hazard Communication and Chemical Management are role-specific, keeping training relevant and efficient.
  

• Real-Time Access: Employees can locate SDSs and training modules from the same place, making learning part of the workflow.
  

• AI-Powered Recommendations: HSI Intelligence helps identify training needs based on incidents or gaps in hazard understanding. For example, if a worker is involved in a chemical spill, the system can recommend corrective training on response procedures automatically.

SDS software only works when your team does. With the right training approach and the right tools, you’ll build a culture of chemical safety that doesn’t rely on guesswork. Whether you're training a new hire or preparing for an audit, HSI helps you do it faster, smarter, and with confidence. Ready to simplify SDS training and compliance? Explore how HSI can help.