Keep every certification current
Track staff certifications and training across your whole team, with reminders that reach the right person before their certification expires.
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Certification tracking is a people problem
Certifications differ from most compliance obligations in one important way: the thing that expires belongs to a person, not to the organisation. The company cannot renew an individual's forklift certification or first aid qualification on their behalf. Someone has to attend the training, and someone has to remember to book it.
That gap is where certification tracking fails. The compliance manager knows the date. The person who must act often does not, or knows it vaguely and assumes there is more time than there is. By the time the manager notices, the training provider's next available course is three weeks out and the certification has already lapsed.
The exposure is immediate. An employee working on an expired certification is, in most regulated contexts, an employee working without authorisation — regardless of whether their competence has actually changed. Insurers, auditors, and clients treat the date as the fact.
Sound familiar?
- An employee works on an expired certification
- Training renewals are tracked in a spreadsheet nobody updates
- You find out a cert lapsed during an audit
- No easy way to nudge the person who needs to renew
How ExpiryLedger closes the gap
Reminders reach the certificate holder
Assign each certification to the person who holds it and ExpiryLedger emails them directly, so the person who must act is the person who is told.
Escalation to a manager
If a certification passes its date, a nominated manager is notified automatically so it does not stay quietly overdue.
Lead times that fit training schedules
Set reminders far enough ahead that a course can actually be booked and attended before the current certification expires.
Certificates stored with the record
Attach the certificate or card so proof of training is retrievable during an audit or client review.
See everything one person holds
Filter by assignee to view every certification a single employee carries and its current status.
Training compliance reporting
Export a dated report showing which certifications are current, expiring, and overdue across the whole team.
Every certification and training record
- Safety certifications
- Site safety, working at height, confined space, and hazard-specific training with defined validity periods.
- First aid and CPR
- Life support qualifications typically renewing every two to three years across a large share of staff.
- Equipment operation certifications
- Forklift, crane, aerial lift, and machine-specific qualifications tied to individual operators.
- Industry and professional credentials
- Sector-specific certifications that demonstrate competence to clients, insurers, and regulators.
- Continuing education credits
- CE and CPD requirements with periodic deadlines rather than a single expiring document.
- Induction and site-specific training
- Client or site inductions that must be refreshed periodically for access to be maintained.
Who uses certification tracking
Safety and EHS managers
Keep an entire workforce's safety training current and evidenced for audits and client requirements.
HR and people teams
Track mandatory training and credentials across staff without maintaining a separate spreadsheet.
Operations managers
Ensure the people scheduled for a shift are actually certified for the equipment they will operate.
Training coordinators
Plan course bookings against upcoming expiries rather than reacting to lapses after the fact.
Track every certification
Frequently asked questions
Can employees be reminded about their own certifications?
Yes, and this is the most effective way to use it. Add the employee's email address to the item and reminders are sent to them directly alongside the compliance team, so the person who must book the training is the person who receives the notice.
How do I see everything one employee holds?
Assign items to the employee and then filter or search the dashboard by assignee. You will see every certification that person holds with its current status, and you can export that view as a report.
What if a certification does not have an expiry date?
Set the renewal cycle to one-off. The item is still tracked and appears in reports, but it will not roll forward. This suits qualifications like OSHA 30 cards that do not formally expire but that a client or internal policy may still require refreshing.
How far ahead should reminders be set?
Far enough that a training course can be booked and attended. Defaults are 30, 14, 7, and 1 days, but where courses have limited availability many teams extend the first reminder to 60 or 90 days.
Can I prove training compliance in an audit?
Yes. Export a dated PDF or CSV showing every certification and its status, sorted with overdue first, and attach the underlying certificates to each record so the supporting evidence is retrievable alongside it.
What happens when someone leaves?
Archive their items rather than deleting them. Archived records stay out of the active dashboard and reminders stop, but the history and audit trail are preserved for future reference.
Stop tracking renewals in a spreadsheet.
See every upcoming expiry in one dashboard. Free for 14 days — no credit card.
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