Employee certification tracking software: Know who's current before you send them out.
Every license, ticket and certificate sits on the person's record with its issuer and expiry. One screen shows who holds each one, who runs out in the next 30 days and who already has. Each person carries theirs on the phone.
Also calledCertification tracking software, Employee license tracking, Training expiry tracking, Certificate wallet
Built from
The products this solution puts together.
Who holds what, and what happens when it runs out
Know who holds what, and what's about to run out.
Every certification shows how many people hold it, how many are expiring and how many have run out. Each person carries theirs on the phone.
Tell people when something happens.
A workflow can tell the person, a role or whoever manages work there. Here, a certification ran out: it tells the person, then has their manager sign to take them off that work.
Know who has finished what.
One list for the sites you can see: who passed, who didn't, what's waiting for a sign-off and what's overdue. Export it when an auditor asks.
Sample data from our own demo company.
What the crew sees
The same app, pointed at this job.
Sample company and data, made up for the picture.
The problem on the ground
The spreadsheet knows. Nobody opens it.
The spreadsheet. One person keeps it. It's right the week they update it.
The card. The real one is in someone's truck. The copy is in a drawer at the office.
The lapse. A forklift card ran out last month. You find out when someone's already on the machine.
One record. In PortalBase each certification sits on the person's record with its expiry, and the alerts go out on their own.
What you see
One Certifications area for the whole company
A tab per certification. Each one shows how many people hold it, how many are expiring and how many have run out.
The next 30 days. A list of everything that expires in the next 30 days,.
Stored per worker. A photo or PDF of the card, with the issuer, the issue date and the expiry.
Read more →Expiry alerts. To the worker and the supervisor, at intervals your company sets.
Read more →On the phone
The card goes where the worker goes
01
A wallet on every phone
Each person carries their certificates, with the date each one runs out.
02
Works with no signal
The wallet opens offline, at the gate, in the cab or at the trailer.
03
A QR code per person
It opens their wallet in the app and links to their full record.
When a card runs out
From the alert to the renewal
Step 1
Warn
A workflow can start a number of days before a certification runs out.
Step 2
Tell
It tells the person, and whoever manages work where they are.
Step 3
Hold
That manager signs that the person is off that work until it's renewed.
Step 4
Renew
The training that renews it can be handed out again. Passing it can issue the new certificate.
Records you can hand over
Ready when someone asks
- Exports. Certificates as PDF. Training records as CSV.
- One history per worker. Courses, skill checks, signatures and certs sit on the same history, and you can export it.
- Every number opens its records. Who's current and who isn't, by site, team and role, with every number opening the records behind it.
- Ask PortalBase AI. Ask which certifications run out soon. It reads the records as the person asking, so they only see what they could open in the app.
Free trackers
Start with a free tracker
Certification tracker. Add names, certifications and expiry dates to see what's expired or coming due.
Read more →Forklift recertification tracker. Each operator's last evaluation, the next one due and refresher triggers.
Read more →Training matrix builder. A grid of people against training, ready to print or download.
Read more →What teams ask about tracking certifications
- What can we track?
- Any license, ticket or certificate with a holder and an expiry. Forklift and crane cards, first aid and CPR, flagger cards, food handler cards, welder qualifications and the rest.
- Who gets the expiry alerts?
- The worker and their supervisor, at intervals your company sets.
- Can a worker show their card on the job?
- Yes. The wallet is on their phone and opens with no signal. Their QR code opens the wallet in the app and links to their full record.
- Can passing a training issue a certificate?
- Yes. Passing a course or a skill check can issue a certificate. It can expire and reassign itself.
- Who decides who's qualified?
- Your company does. PortalBase keeps the record of who holds what and when it runs out. Your own rules, and your state's, decide who's qualified.
Tell us which cards your teams carry
And who chases them today. We'll show you how PortalBase would track them.
Book a walkthrough