Module · Licences & certifications

Where to find it in the app

• Use it: Team → Licences & certificates
• Turn it on/off: your business name (top-left) → Settings → Modules → Team → Licences & certificates

Plan: Business · Module group: Your team · Navigation: Team → Licences & certificates

1. Overview

Purpose. Track your staff's licences and certifications, First Aid, Working With Children Check (WWCC), White Card, electrical licences and anything else, and get warned before they expire so your team stays compliant.

2. When to use it

• For any business where staff must hold current tickets/licences.
• To prove, at audit, that certifications are current.

3. Required permissions

• View licences & certs (certs.view).
• Add / edit licences & certs (certs.manage).

4. Navigation path

Team → Licences & certificates

5. What you'll see

• A list of staff certifications, each with its type, the holder and the expiry date, flagged when expired or expiring soon.
• A Manage types button to maintain your own list of certification types.
• Add/edit controls (for managers).

6. Turning it on

Settings → Modules → Your team → Licences & certificates (Business plan).

7. Step-by-step tasks

7a. Record a certification

1. Select to add a certification.
2. Choose the staff member and the type (e.g. First Aid; type your own, such as Electrical Licence).
3. Enter the issued date and the expiry date (and any reference/number if prompted). Both dates are shown on the record, so you can see when a ticket was granted as well as when it lapses.
4. Optionally attach the proof document (the certificate or ticket itself). It is held in private storage and opened in-app through a short-lived signed link. A record with no file carries a No document badge, and you can filter the list to No document to find certs still missing their proof.
5. Save.

7b. Renew a certification

When a ticket is renewed, don't overwrite the old record. On the certification's drawer choose Renew and enter the new dates (and proof). This records a new certification and marks the old one superseded, keeping it as history rather than losing the previous expiry and proof.

• Superseded records drop out of the live list and every expiry, health and reminder signal, so nothing chases an out-of-date ticket.
• The old records stay available under Show previous on that person's type, tagged Superseded, for your audit trail.

7c. Manage certification types

1. Choose Manage types.
2. Add the types your business uses (e.g. WWCC, White Card, RSA).

7d. Stay ahead of expiries

• Certifications expiring within 30 days and those already expired are flagged here, surfaced on the dashboard (Needs attention) and Business health, and included in the Reminders & digests module.

8. Examples

• Beginner (café): record each staff member's Food Handling certificate and its expiry.
• Real-world (clinic): track First Aid and WWCC for every practitioner; renew before the 30-day flag turns red.
• Advanced (trades): maintain a custom list (White Card, Electrical Licence, EWP) and use the digest to chase renewals across the crew.

9. Reports & exports

Expiry status across the team is the core report; expiring/expired counts feed the dashboard, Business health and the reminders digest.

10. Common mistakes

• No expiry date, without it, nothing can be flagged. Always record the expiry.
• Free-typing the same type differently (e.g. "First Aid" vs "First-aid"), use the managed types list for consistency.
• Assuming staff will remember, let the digest do the chasing.

11. Troubleshooting

12. Error messages

Adds/edits confirm inline. There are no blocking error dialogs; the value of the module is the expiry flagging, so always set the date.

Related: Reminders & digests · Team comms · Documents