Keep track of licences, tickets and training
The skills grid, adding and renewing a licence, and checking staff uploads.
What this is for
Forklift licences, white cards, first aid, EWP tickets and in-house sign-offs all run out. This keeps every one of them against the person who holds it, with a photo of the card and the dates, and reminds the right people before it lapses so nobody's caught working without a current ticket.
What is on this screen
Each part of the screen above, top to bottom, and what changing it affects.
Top of the page
- Add a licence or ticket
- Opens the add form for anyone on staff. HR people only.
- Current · Expiring soon · Expired · Waiting for a check
- Counts across the shop. Waiting for a check is staff uploads an HR person hasn't looked at yet.
- Needs attention
- Up to 12 rows: expired first (Renew →), then uploads waiting (Check it →), then ones expiring soon (Open →). Each opens that person's licences.
Skills grid
- Person · one column per kind
- Everyone against every licence anyone holds. Click a name to open their file.
- Current · Due · Expired · Held
- Green is current, amber is expiring soon, red is expired, grey is held with no expiry. '· check' means a staff upload is waiting. An empty square is ·.
The add or renew form
- Who it belongs to · What it is · Label (optional)
- The person, the kind of licence, and a label to tell two of the same kind apart, like which machine a sign-off is for.
- Issued · Expires
- Expires fills itself in from the kind's usual length until you type your own date. Leave it blank if it doesn't expire.
- Photo or scan · Note (optional)
- A phone photo of the card is fine: PDF, JPG, PNG or HEIC up to 20 MB. It needs a file or at least one date.
On a person's Licences & tickets tab
- Record card
- The kind, issued and expiry dates, a Current, Expiring soon, Expired or No expiry badge, Open the scan and Save a copy.
- Upload a renewal · Remove · History
- A renewal keeps the old one in the history. Remove stops it showing and reminding, but every version is kept.
- It's right · Not accepted
- Shown on a staff upload waiting for a check. Not accepted asks what's wrong; they see your note.
Before you start
- Your shop has HR, or Workshop or Scale. Staff without HR rights see only their own licences, on their own file.
Step by step
- 1
Open HR & Safety → Licences & training.
- 2
Press Add a licence or ticket, pick the person and what it is, add the dates and a photo of the card, and Save. Added by an HR person, it counts as checked straight away.
- 3
To renew, open the person's file on the Licences & tickets tab, press Upload a renewal on the old one, and add the new dates and photo.
- 4
Staff can add their own from their file if your settings allow it. Theirs shows Waiting for a check, and HR people are notified.
- 5
Check it against the original card, then press It's right, or Not accepted with a note saying what to bring in. They're told either way.
- 6
Reminders go out before each expiry by your shop's rules, and the expiry can show on the Planner. Set both under Settings → Team → HR & safety.
Tips & gotchas
- A staff renewal waiting for a check doesn't replace the checked one, so the old expiry keeps counting until you accept the new card.
- Tickets only tick the qualification boxes on a job's SWMS once an HR person has checked them.
- A record added late only gets the nearest reminder, not a pile of them at once.