Qualifications & Certificates

Record each employee's certificates, authorizations, attestations and licenses with their validity dates, and get alerted before they expire — so your team always stays compliant.

How it works

• Open an employee profile and use the Qualifications & Certificates card to add a certificate, license, authorization or attestation.
• Set an issue date, an expiry date and an optional reminder window, and attach the evidence (scan or PDF).
• The Qualifications register under People lists every qualification across your team, filterable by type and expiry status.
• Each record shows a Valid, Expiring soon or Expired badge at a glance.

Competency matrix

In the Qualifications register, switch to “Matrix” to see one row per person and one column per competence of your catalogue. Each cell shows whether the competence is valid, expiring soon or expired — a dash simply means nothing is on record. The bottom row counts, for each competence, how many people are in date, expiring or expired. Filter by team or search for a person, and click a row to open that person’s profile. Only qualifications linked to a catalogue competence appear in the matrix; “Register” lists all of them.

Expiry alerts

A daily check notifies admins and managers 30, 15 and 7 days before a qualification expires. You can turn the alert channels (in-app, push, email) on or off in Notification settings.

Who can see it

Admins and managers manage and view the whole register. Any employee can always see their own qualifications on their profile. Adding or editing qualifications requires the Starter plan or above.

Set the reminder window to match your renewal lead time so you never scramble at the last minute.

Managing and removing records

From the Qualifications register, each row can be edited or deleted directly — the pencil and bin icons appear for anyone allowed to manage qualifications. When an employee is deleted, their records leave the register but are NOT destroyed: certification evidence often has to be kept after someone leaves. Pick "Former employees" in the status filter to bring those records back when an auditor asks for them.