Training records & certifications

The Training records & certifications feature is on by default. When on, an admin can register courses and certifications in an employee’s edit dialog — for example a fire-safety course, a driving licence class, or an industry certification. Each record has a course/certification name, provider, completion date, and an optional expiry date, plus an optional evidence file (certificate/diploma) in PDF, Word (.doc/.docx) or Excel (.xls/.xlsx), max 7MB.

A record with no expiry date is treated as never expiring (for example a one-time course) and is never reminded about. A record with an expiry date gets a visual status in the list — “Expiring soon” when the expiry date is within 30 days, “Expired” once the date has passed.

A separate, optional reminders feature (off by default) controls a daily automatic sweep that sends a notification to the organization’s chat integration (Slack/Teams) for every record that is expiring soon or already expired. It’s enabled separately from the tracker above because it sends real outbound messages — and only once the chat integration is configured and ready.

Only admins can add, edit, download evidence files for, and delete training records. Deleting a record requires confirmation and cannot be undone — the evidence file is removed at the same time. Editing a record only changes its own fields (name, provider, dates); an existing evidence file is not replaced on edit — delete the record and re-add it to swap the evidence.