Track employee certificates and expiry dates

Certificates and Training is where authorised managers record employee credentials: training certificates, mandatory qualifications and expiry dates.

Use it to:

• store issued and expiry dates for each employee;
• upload optional supporting files;
• see which certificates are valid, expiring soon or expired;
• export a compliance file for audits.

Access is for administrators and for managers with the Certificates permission.

Four cards at the top show counts for all certificates in the system. They are not affected by the filters you apply to the table below.

• Total certificates — every certificate record stored.
• Valid — the expiry date is more than 30 days after today.
• Expiring soon — the expiry date is from today through the next 30 days, and the certificate has not expired.
• Expired — the expiry date has already passed.

The table uses the same rule for its colour badges: green for valid, amber for expiring soon and red for expired. Day 30 from today still counts as expiring soon; day 31 is valid.

1. Open Add Certificate.
2. Choose the employee.
3. Choose a title from your saved list, or enter a custom certificate name.
4. Enter the issued date and the expiry date. Both are required, and the expiry must be on or after the issue date.
5. Optionally upload a file and add notes.
6. Select Save Certificate.

Accepted file types are PDF, JPG, JPEG, PNG, DOC and DOCX. The check is on the file extension, so do not upload executable or archive files.

Bulk Add creates a separate record for each selected employee using identical details:

1. Select the employees.
2. Choose a title, or enter a custom name.
3. Set the issued and expiry dates.
4. Optionally upload one shared file, which is attached to every new record.
5. Submit.

If some rows fail, the successful rows still save, so read the messages carefully afterwards.

Manage Titles holds reusable names such as manual handling, first aid or safeguarding.

• You can add a title and delete a title, and duplicate names are blocked.
• Titles cannot be renamed. Add a new title if the wording was wrong.
• Deleting a title does not delete employee certificates. Linked certificates simply lose the title link and keep their custom names, dates, files and notes.

• Search matches the employee's first name, last name, certificate title, custom name and department.
• Filter by employee and filter by department narrow the table further.
• There is no separate title or status dropdown. Use search for a title, and the Show Expiring Soon toggle for the 30-day window.
• Column headers sort by employee, certificate, issued date or expiry date, and the table shows 20 rows per page.

Export Compliance downloads a CSV file that opens in Excel, with one row per certificate. When you export from a filtered view, the same search, employee, department and expiring-soon filters apply.

The columns are the employee's first and last name, department, certificate title, custom name, issued date, expiry date, status and notes. File links, photos and file paths are not included.

1. Open the overview and read the expired and expiring soon counters.
2. Turn on Show Expiring Soon and plan the renewals.
3. Update or add certificates once training is completed.
4. Export the compliance file before internal or external audits.
5. Keep the titles list tidy so reports stay consistent.

• There are no automatic email reminders when a certificate expires, so a regular review is essential.
• The system allows more than one certificate for the same employee and title, which suits renewals but can cause confusion if old records are left in place.
• A certificate can exist without a file, holding dates and notes only.
• Uploaded certificate files are sensitive; treat downloads accordingly.