Certificate and validity tracking

Expiring competencies drop automatically and you are warned before they do. A tiered T-90 / T-30 / T-7 reminder chain gives planning, organizing and the final call their own runway.

Every competency has a validity period

A validity period is set on the competency definition (e.g. 12 months, 24 months, none). The expiry date is derived when a score is given. When it lapses the record invalidates itself — it does not keep showing as valid.

T-90 / T-30 / T-7 — a three-stage warning

Renewal is not one email: training is scheduled, seats reserved, shifts rearranged, documents uploaded. T-90 is for planning, T-30 for organizing, T-7 is the final call and escalates to the manager. Alerts arrive in-app, by email and as push notifications if enabled.

Validity Tracking — risk in one list

Expired, expiring this month and expiring within 90 days in one screen, filterable by department, job and person. The list exports to Excel and PDF.

QR competency card

A credit-card sized QR competency card is generated as PDF (printable for a helmet or badge). Scanning opens a public verification page showing the person’s name, job and valid competencies with colored status chips.

Who is this module for?

• HSE and training teams tracking hundreds of certificate expiry dates in Excel
• Organizations that cannot afford to miss operator licences and periodic refreshers
• Quality staff who want to avoid the “expired competency counted as valid” audit finding

Frequently asked questions

Who receives the reminders?

The person, their supervisor and the competency/training owner. At T-7 the manager joins the chain. What each role sees is governed by permissions and data scope.

Is an expired record deleted?

No. It stays in history and in the audit trail; it is only excluded from the current proficiency calculation.

What about competencies without an expiry?

They can be defined as non-expiring; such competencies never lapse and never generate reminders.

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