Best Employee Training Software for HVAC Companies

No more guessing if your techs are following the latest safety protocols or if your installers are up to speed on new equipment. HVAC leaders need training tools that keep every team member aligned, whether they’re on a job site, in the warehouse, or handling client handoffs, especially as crews grow and new hire training ramps up.

We’re breaking down the top employee training software options built for HVAC companies, comparing features like role-based training, completion tracking, quizzes, e-signatures, reporting, mobile access, and compliance. See which platforms make it easy to keep your teams consistent, accountable, and ready for every inspection or audit.

TL;DR: The best employee training software

• Trainual: Best Overall Employee Training Software
• Connecteam: Best for Multi-Location Businesses
• Waybook: Best for Process Documentation
• SweetProcess: Best for Standardization
• Process Street: Best for Workflow Automation
• SAP Litmos: Best for Enterprise Compliance Training
• Scribe: Best for Visual Process Capture
• Google Docs: Best for Flexible Knowledge Management

1. Trainual | Best overall employee training software

Trainual is purpose-built for HVAC teams that need to accelerate new hire training, maintain role clarity, and drive accountability across every branch or job site. Unlike generic LMS platforms or scattered documentation, Trainual gives you a centralized, searchable system for every SOP, policy, and process, ensuring your team always has the right information, right when they need it.

For HVAC companies managing field techs, franchises, or multiple locations, Trainual delivers consistent, role-specific training that’s accessible anywhere. Technicians can reference step-by-step procedures on their phones, and managers can assign, track, and verify completion for every responsibility. With built-in quizzes, e-signatures, and compliance tracking, you get proof that every employee is trained, certified, and ready to perform.

Trainual bridges the gap between documentation and execution, combining AI-powered search, role-based learning paths, and robust reporting. This means you can cut new hire training time, reduce repeat questions, and ensure every process is followed accurately, no matter how fast you grow.

Why Trainual leads for HVAC companies

Trainual stands out by making training structured, measurable, and outcome-driven. You can deploy it in days, not months, and tailor every learning path to specific roles and locations. For franchises, this means every branch delivers the same high-quality training, supporting consistent customer experiences and operational excellence.

Unlike wikis or basic process docs, Trainual’s accountability tools, quizzes, e-signatures, and completion reports, give you visibility into who’s trained and who needs a follow-up. This is essential for safety, regulatory compliance, and maintaining high standards across your team.

HVAC companies choose Trainual for its ability to deliver role clarity, measurable accountability, and scalable training, all in one platform designed for operational leaders.

Get started with Trainual

What You Get with Trainual:

Trainual offers flexible plans designed for growing teams:

• Core Plan: Centralized documentation and streamlined new hire training
  
  
• Pro Plan: For teams prioritizing accountability and personalized learning
  
  
• Premium & Enterprise Plans: For advanced customization and scalability
  
  

Add-Ons:

• Premium Course Library (390+ pre-built HR, compliance, and employee development courses)
• Implementation Services available through certified consultant marketplace

Why HVAC Companies Teams Choose Trainual:

• Rapid deployment with dedicated new hire training support
• Scales as your team grows, maintaining consistency and accountability
• Delivers more value and measurable ROI than complex LMS platforms
• Reduces costly errors, compliance gaps, and turnover through standardized training

→ Book a demo to see if Trainual is the right fit for your team

Pros:

• Fast, easy rollout, no IT required, perfect for busy operations teams
• Built-in accountability with quizzes, e-signatures, and tracking
• Combines documentation, training, and role clarity in one platform
• Flexible for HVAC teams of all sizes, with mobile access for field techs
• Ensures process consistency across every location and franchise

Cons:

• For teams with heavy automation needs, Trainual’s API surface may be limited for more advanced workflows.
• It’s more structured than free-form tools like Notion, so you’ll need to commit to documenting and maintaining your processes.

2. Connecteam | Best for multi-location businesses

Connecteam is an all-in-one employee management app designed for deskless and frontline teams, making it highly relevant for HVAC companies with field-based staff. The platform combines employee training, internal communication, time tracking, and scheduling in a single, mobile-first application. Its approach is to centralize daily operations and training, providing a sticky solution for teams that rarely work at a desk.

The platform’s HR & Skills Hub enables businesses to create courses, quizzes, and a searchable knowledge base for new hire training and ongoing training. Connecteam’s mobile-first design ensures that employees can access training and operational tools directly from their smartphones, which is especially useful for field service and multi-location businesses. The Operations Hub includes time clock, scheduling, checklists, and forms, supporting daily workflows for HVAC teams.

Connecteam also provides a Communications Hub with internal chat, company updates, and a social feed, helping distributed teams stay connected. Compliance tracking is built in, allowing HVAC companies to monitor training completion and policy acknowledgments for audit-readiness. The platform is known for its ease of use and ability to bundle multiple functions into one app, reducing the need for separate tools.

While Connecteam offers robust training features, it is not a dedicated LMS. Its primary focus is on operational management, so the training and content organization capabilities may feel less comprehensive than those of specialized platforms. For HVAC companies seeking a single solution for scheduling, communication, and training, Connecteam provides strong value, especially for teams on the go.

Pricing

Small Business: $0 (Free) for up to 10 users, with full access to all features. Ideal for very small teams or those wanting to trial the platform.

Basic (HR & Skills Hub): $29/month (annual billing) for the first 30 users. Includes:

• Courses, Quizzes, Knowledge Base, new hire training
• Additional users: $0.50/user/month

Advanced (HR & Skills Hub): $49/month (annual billing) for the first 30 users. Adds:

• Training Reports, Custom Roles, Multi-location support
• Additional users: $1.50/user/month

Expert (HR & Skills Hub): $99/month (annual billing) for the first 30 users. Adds:

• API access, Advanced Reporting, Dedicated Customer Success Manager
• Additional users: $3/user/month

Enterprise: Custom pricing for advanced security and support needs, including SSO, 2FA, and a personal success manager.

For an HVAC company with 50 employees, expect approximately $49/month (Advanced plan) plus $1.50/user/month for each user above 30, totaling around $79/month.

Pros of Connecteam:

• Mobile-first platform for field and deskless workers
• All-in-one solution for training, scheduling, and communication
• Compliance tracking for training completion and policy acknowledgments

Cons of Connecteam:

• Training features are not as deep as dedicated LMS platforms
• Operational focus may make training feel secondary
• Advanced features require higher-tier plans or custom pricing

How does Trainual compare to Connecteam?

Connecteam bundles scheduling, time tracking, and communication for deskless teams, but its training features can get buried among other tools. Trainual focuses on structured, role-based training and process clarity, ensuring that every HVAC employee gets the exact training they need, with clear accountability and progress tracking. This means less confusion, better compliance, and more consistent results across every location.

3. Waybook | Best for process documentation

Waybook is a dedicated Business Playbook and Knowledge Transfer Platform designed to serve as a single source of truth for company training, new hire training, and SOPs. The platform provides structured modules and step-by-step documentation to help HVAC companies organize and standardize their processes. Its focus on breaking down complex workflows into simple, trackable steps makes it suitable for teams needing clear, repeatable procedures.

Waybook is known for its ease of use and quick setup, making it accessible for small to mid-sized HVAC businesses without dedicated IT staff. The platform includes built-in tests and quizzes to verify knowledge transfer, along with progress tracking to ensure team members stay up to date with the latest procedures. Mobile access is available, supporting field technicians and remote workers.

Key features include an AI content writer for documentation, automated process capture (Shots), and integration with 1000s of tools via Zapier. The platform is designed for growing businesses looking to systemize operations and create a scalable knowledge base. Its clear pricing structure and inclusion of 20 users in the base plan are notable advantages for small teams.

Waybook's approach emphasizes SOP management and knowledge transfer over advanced compliance or multi-location management. While it provides strong core functionality, it may not offer the same level of brand recognition or advanced compliance features as some alternatives. For HVAC companies, it offers a practical, straightforward solution for documenting and sharing best practices.

Pricing

Core Plan: $99/month (annual billing)

• Includes 20 team members
• $5 per additional member
• Unlimited documents, tests, and progress tracking

Pro Plan: $198/month (annual billing)

• Includes 20 team members
• $10 per additional member
• Adds custom reporting and dedicated support

Enterprise Plan: Custom pricing

• For bespoke integrations, dedicated support, and custom setup

Waybook uses a base fee plus per-user pricing model. The inclusion of 20 users in the base plan is a strong value for small HVAC teams. For a business with 50 employees, expect approximately $195/month on the Core plan (20 users included, 30 additional at $5 each). No free tier is listed, but a trial may be available.

Pros of Waybook:

• Provides structured SOP modules and easy process documentation
• Offers built-in tests, quizzes, and progress tracking
• Includes mobile access for field and remote workers

Cons of Waybook:

• Limited brand recognition compared to larger competitors
• May lack advanced compliance tracking for highly regulated industries
• Multi-location management features are not as extensive as some alternatives

How does Trainual compare to Waybook?

Waybook is strong for organizing process documentation, but it falls short on tracking learning outcomes and accountability. Trainual transforms every SOP into a measurable training path, complete with quizzes and completion tracking. For HVAC Companies, this means you can verify every tech is trained and certified, delivering real confidence in your team's readiness and compliance.

4. SweetProcess | Best for standardization

SweetProcess is a process documentation and SOP management platform designed to help businesses centralize their procedures, processes, and policies in a single, easy-to-use knowledge base. The platform is known for its simplicity and uncluttered interface, making it suitable for teams moving away from scattered documents and seeking operational consistency.

The platform serves small to mid-sized businesses (SMBs), including HVAC companies, that need to eliminate "informal know-how" and standardize operations. SweetProcess is particularly relevant for organizations with multiple locations or field teams, as it provides a central repository accessible from any device, supporting both office and mobile workers.

Key capabilities include step-by-step procedure creation, process mapping, and version control. Users can easily create, link, and assign procedures for new hire training, with options for public or private sharing. The platform also integrates with Zapier and other tools for basic automation, supporting workflow efficiency without requiring IT staff.

SweetProcess is recognized for its dedicated focus on process management rather than advanced learning management features. It does not offer compliance tracking or deep testing capabilities, but it provides a straightforward solution for documenting and maintaining operational knowledge. This makes it a practical choice for HVAC companies prioritizing process standardization over complex training needs.

Pricing

Standard Plan: $41.50/user/month (billed annually)

• Includes all features
• Minimum of 20 users required for annual billing

Monthly Plan: $49/user/month

• Includes all features
• No minimum user requirement

Trial: 14-day free trial

• Full access to all features

For an HVAC company with 50 employees, expect approximately $2,075/month (annual billing) or $2,450/month (monthly billing). SweetProcess is positioned as a premium solution and may be less affordable for very small businesses due to the minimum user requirement and higher price point.

Pros of SweetProcess:

• Provides clear process, procedure, and policy documentation
• Offers simple, visual procedure creation and process mapping
• Includes version control and integration with Zapier for automation

Cons of SweetProcess:

• Lacks advanced LMS features such as testing, compliance tracking, or gamification
• Higher price point and minimum user requirement may limit accessibility for small teams
• Does not provide deep reporting or compliance management for regulated industries

How does Trainual compare to SweetProcess?

SweetProcess centralizes documentation, but lacks the tools to assign, track, and verify training. Trainual connects every process to specific roles and responsibilities, enabling you to assign training, track completion, and ensure everyone is accountable for their work. This clarity is crucial for HVAC teams balancing field and office roles, and for leaders who need proof of readiness.

5. Process Street | Best for workflow automation

Process Street is a Compliance Operations Platform designed to turn static SOPs into dynamic, interactive workflows. The platform is known for its conditional logic, approvals, and assignments, making it suitable for teams that need to enforce every step of a process. It is especially relevant for HVAC companies that require operational consistency and audit-ready compliance across multiple locations or field teams.

The platform provides dynamic checklists and workflow automation, allowing organizations to standardize and track repeatable processes. Features like Process AI (Cora), an AI compliance agent, and extensive integration capabilities with over 1,000 apps support complex operational needs. This makes it a strong fit for businesses where compliance and process control are top priorities.

Process Street offers centralized knowledge management by turning policies and SOPs into live, searchable workflows. Its reporting and analytics tools help track progress and drive accountability, while advanced security features such as SOC 2 Type 2 and HIPAA compliance support regulated environments. The platform is often used by organizations that need to prove compliance and reduce operational errors.

While Process Street is praised for its workflow automation and task management capabilities, some users find it overcomplicated for simple documentation needs. Its primary focus is on process execution and compliance, which may not fully address the pure knowledge transfer and testing requirements of a traditional LMS.

Pricing

Process Street uses a custom pricing model based on company size and feature requirements. Pricing is not publicly listed for any tier, and all plans require contacting sales for a quote.

• Startup Plan: Entry-level, includes unlimited workflows, tasks, and forms, but is limited to 5,000 Data Set records. Designed for small teams (starts at 5 users).
• Pro Plan: Most popular, supports more Data Set records (up to 10,000) and higher file storage. Suitable for growing teams with custom user counts.
• Enterprise Plan: For large organizations, includes custom data limits, BI platform integration, dedicated success manager, and advanced security (SSO, SCIM, Data residency).

There is no free tier, and pricing transparency is limited. For an HVAC company with 50 employees, expect to engage with sales for a tailored quote, likely positioning Process Street as a mid-market or enterprise solution.

Pros of Process Street:

• Provides dynamic, conditional workflows for enforcing SOPs and compliance
• Offers extensive integration with over 1,000 apps and public API
• Includes advanced security and compliance features (SOC 2 Type 2, HIPAA)

Cons of Process Street:

• Pricing is not transparent and may be cost-prohibitive for SMBs
• Can be overcomplicated for simple documentation or training needs
• Focuses on process execution, with less emphasis on centralized knowledge transfer and testing

How does Trainual compare to Process Street?

Process Street is built for workflow automation and checklists, but doesn’t cover the full training lifecycle or verify knowledge retention. Trainual combines documentation, training, and accountability, so your team doesn’t just follow steps, they understand and own their responsibilities. This leads to fewer errors, faster ramp-up, and higher team performance.

6. SAP Litmos | Best for enterprise compliance training

SAP Litmos is a cloud-based, AI-empowered Learning Management System (LMS) designed for rapid deployment and formal training needs. The platform provides extensivepre-built course libraries and supports SCORM-compliant content, making it suitable for organizations with complex compliance requirements. Its multi-audience training capability allows HVAC companies to deliver content to employees, partners, and customers from a single platform.

The system is known for its user-friendly interface and quick setup compared to traditional LMS solutions. SAP Litmos offers drag-and-drop content authoring tools and an AI assistant to streamline course creation and automation. This approach is well-suited for mid-market and enterprise HVAC businesses that need to manage compliance, certifications, and ongoing skills development across multiple locations.

Key features include gamification, certifications, and seamless integration with SAP and other business systems. The platform supports mobile access, which is valuable for field-based HVAC technicians and distributed teams. However, the enterprise-grade feature set can be overly complex for small businesses focused on simple SOP documentation.

While SAP Litmos provides a robust solution for formal training, it may require dedicated admin resources to manage its full capabilities. The platform is often seen as a traditional LMS, making it less ideal for companies seeking a lightweight, process-centric approach. HVAC companies with significant compliance needs and a distributed workforce may find its strengths align with their requirements.

Pricing

Small Business Plan:$149 - $295/month for up to 40 users. This tier includes access to the core LMS features and content library. Pricing is estimate-based and may vary by contract length and feature selection.

Per-User Pricing:$6 - $10 per user/month for larger teams (50-150 users). The per-user rate decreases as volume increases, but a high minimum contract is often required.

Quote-Based / Tiered Model: SAP Litmos uses a custom, quote-based pricing structure for mid-market and enterprise clients. The best rates are reserved for larger annual contracts. No free tier is available, but a trial or demo may be offered upon request.

For an HVAC company with 50 employees, expect monthly costs to start around $300-$500, depending on contract terms and feature selection.

Pros of SAP Litmos:

• Provides rapid deployment and a large pre-built content library
• Offers SCORM compliance and multi-audience training for employees, partners, and customers
• Includes mobile access and integration with major business systems

Cons of SAP Litmos:

• Can be complex and feature-heavy for small businesses focused on SOP documentation
• Pricing transparency is limited, with most plans requiring a quote or minimum contract
• May require dedicated admin resources to manage and configure the platform

How does Trainual compare to SAP Litmos?

SAP Litmos is a robust LMS for enterprise compliance, but its complexity and generic content can slow down HVAC teams. Trainual is designed for mid-sized teams that need to move fast and focus on their own processes. You can quickly build, assign, and track custom training for every role, without the overhead of a traditional LMS.

7. Scribe | Best for visual process capture

Scribe is an AI-powered documentation tool designed to instantly transform any digital process into a step-by-step guide with annotated screenshots. The platform is known for its automatic capture capability, allowing users to simply perform a task while Scribe records clicks and keystrokes to generate visual SOPs. This approach is highly valued by operations, customer support, and training teams who need to document workflows quickly and with minimal effort.

The tool is especially useful for HVAC companies and field service teams that require fast, visual process documentation. Scribe provides web, desktop, and mobile capture options on paid plans, making it suitable for both office and field-based employees. While it offers AI writing assistance and the ability to combine multiple guides into comprehensive manuals, it is less focused on structured learning paths or compliance tracking.

Key features include customization of steps and screenshots, export to PDF, HTML, and Markdown, and integration with knowledge bases like Notion, Confluence, and SharePoint. Scribe also supports team collaboration and offers enterprise-grade security on higher tiers, including SSO and auto-redaction of sensitive data. The platform is highly rated for ease of use and documentation speed, but is not designed for non-visual or highly complex training needs.

Scribe is best suited for organizations whose primary challenge is the time and effort required to document internal processes. It is a strong fit for SMBs and teams that prioritize quick SOP creation over advanced training management. However, it may not meet the needs of companies seeking robust compliance features or detailed progress tracking.

Pricing

Scribe offers a transparent, tiered pricing model:

• Basic (Free): $0. Includes web-based capture, quick customization, and shareable links. No desktop app, PDF export, or team collaboration.
• Pro Team: $12/seat/month (annual billing, minimum 5 seats). Includes web, mobile, and desktop capture, customization, screenshot editing/redaction, export to PDF/HTML/Markdown, and team collaboration.
• Pro Personal: $23/seat/month (annual billing, single user). Same features as Pro Team, designed for solo users such as consultants or freelancers.
• Enterprise: Custom pricing (starts at 50 seats). Adds advanced security, compliance (SOC 2), SSO, SCIM, and central user management.

For an HVAC company with 50 employees, expect Pro Team pricing to start at approximately $7,200/year. The free plan is limited and best for individual, occasional use.

Pros of Scribe:

• Provides instant, AI-powered process documentation with visual guides
• Offers easy export options and integration with popular knowledge bases
• Known for user-friendly interface and fast SOP creation

Cons of Scribe:

• Limited structured learning paths and no compliance tracking
• Desktop app and advanced features require paid plans
• Free plan is very limited and not suitable for team or enterprise use

How does Trainual compare to Scribe?

Scribe captures step-by-step digital processes, but stops at documentation. Trainual turns those processes into structured, assignable training modules with built-in accountability. For HVAC Companies, this means every technician not only sees the process, but completes required training, passes a quiz, and provides proof of readiness.

8. Google Docs | Best for flexible knowledge management

Google Docs provides real-time collaborative document editing and is universally accessible across devices. The platform is known for its zero-cost entry point and seamless integration with the broader Google Workspace ecosystem. It is widely used by HVAC companies and other small businesses as a flexible solution for creating and sharing unstructured documentation, SOPs, and internal guides.

The platform offers AI-powered features (Gemini) for content generation and summarization, along with Smart Canvas tools like Smart Chips for linking people, files, and events. Mobile access is supported, making it suitable for field workers who need to view or edit documents on the go. Google Docs is especially effective for teams that prioritize collaboration and accessibility over formal training structure.

Key strengths include robust version history, continuous writing with pageless mode, and integration with Gmail, Drive, and Sheets. However, Google Docs is fundamentally a document creation tool, not a training platform. It does not provide mandatory reading, testing, or compliance tracking, which are often required for regulated industries or structured new hire training.

For HVAC companies, Google Docs offers a cost-effective and easy-to-use solution for knowledge sharing, but it lacks employee progress tracking, certification, and accountability features. No IT staff is required for setup or maintenance, making it accessible for small teams and businesses with limited resources.

Pricing

• Personal Use: $0. Includes full Docs functionality, but lacks business features like custom email and advanced security.
• Business Starter: $6.58 SGD/user/month (approx. $4.90 USD). Includes custom email, 30GB storage, and core Docs features.
• Business Standard: $13.16 SGD/user/month (approx. $9.80 USD). Includes 2TB storage, advanced Gemini features, and more.
• Pricing Model: Per-user, per-month as part of the Google Workspace suite. The cost of Docs itself is extremely low, as it is bundled with other productivity tools.

For an HVAC company with 50 employees, expect approximately $245–$490 USD/month for full Google Workspace access, including Docs.

Pros of Google Docs:

• Provides real-time collaboration and universal accessibility
• Offers AI-powered content creation and robust version history
• Includes mobile access and seamless integration with Google Workspace apps

Cons of Google Docs:

• Lacks mandatory reading, testing, and compliance tracking
• Does not provide structured training or certification features
• Offers unstructured document management with no easy way to assign or track employee knowledge

How does Trainual compare to Google Docs?

Google Docs is great for sharing information, but lacks structure, accountability, and tracking. Trainual organizes every SOP, assigns training by role, and tracks completion with reporting and e-signatures. For HVAC Companies, this means you always know who’s trained, who’s compliant, and where to focus next, no more guesswork.

Ready to standardize your training? Get started with Trainual

You’ve seen how the right training platform transforms HVAC Companies, driving faster new hire training, measurable accountability, and consistent results across every location. Trainual gives you the structure, clarity, and tracking you need to keep your team aligned and performing at their best.

With Trainual, you can deliver role-specific training, verify every employee’s readiness, and maintain compliance with ease. Mobile access ensures your field techs have what they need, when they need it, and built-in reporting gives you visibility into every team member’s progress.

Ready to see how Trainual can help you achieve operational excellence? Get a free demo and experience how quickly you can bring new hires up to speed and keep your entire team accountable.

Don’t let inconsistent training hold your HVAC business back. Take the first step toward a more efficient, high-performing team today.

Frequently asked questions about employee training software for HVAC companies

1. Who provides the best employee training software for HVAC companies?

Trainual leads the way for HVAC companies by combining new hire training, ongoing role clarity, and built-in accountability. Teams can access step-by-step procedures from any device, while managers track progress, compliance, and performance outcomes in real time.

2. What is employee training software?

Employee training software is a digital platform that organizes, delivers, and tracks training for your workforce. For HVAC companies, it ensures every technician and office staff member receives consistent, up-to-date training tailored to their role, supporting accuracy and efficiency.

3. What are the benefits of employee training software for HVAC companies?

Key benefits include faster new hire orientation, fewer errors, and consistent service quality. Managers gain visibility into training completion and accountability, while teams can access procedures and standards anytime, driving alignment, high performance, and measurable ROI.

4. How do you choose the right employee training software for HVAC companies?

Look for solutions with mobile access, role-based training assignments, and accountability features like quizzes and e-signatures. Prioritize platforms that make it easy to update content, track completion, and measure outcomes across multiple locations.

5. What's the difference between employee training software and a knowledge base?

A knowledge base stores information, but employee training software delivers structured training, tracks completion, and verifies understanding. This means you can ensure every team member is trained, aligned, and accountable, not just informed.

6. How long does it take to implement employee training software for HVAC companies?

With Trainual, most HVAC companies can launch within days and start assigning training in the first week. The platform is designed for quick setup, so you can achieve alignment and accountability fast, even with distributed teams.

7. What are the common challenges in employee training for HVAC companies?

HVAC companies often face high turnover, dispersed teams, and the need for consistent compliance. Training software addresses these by making training accessible anywhere, ensuring role clarity, and providing tools to track accountability and performance.

8. What should HVAC companies look for in employee training software?

Prioritize ease of use, mobile compatibility, and features like compliance tracking, role-based assignments, and reporting. Accountability tools, such as quizzes, e-signatures, and progress dashboards, are essential for building a high-performance, consistent team.