Certificates: ticket types, who needs them, adding and verifying

Certificates tracks every worker's tickets: what they hold, when each expires, and what their position requires that they're still missing.

Who can use it

• Workers: My Certificates, on their personal side.
• Certificates → View reads the register; Certificates → Edit adds types and tickets.
• Verifying: Company Admins, anyone given Verify certificates, and supervisors for their own direct reports.

Set up a certificate type

1. Admin side → Certificates → Certificate types → + New → Certificate type. Or Add common tickets to pick from a ready list.
2. Name it and pick a category.
3. How long is it good for? This sets the expiry from the issue date on every upload. Never expires is a choice too.
4. Grace period: how many days someone gets to obtain it after it becomes required of them, or Before starting.
5. Required for: positions, everyone, or people by name.
6. When a worker uploads one: An admin approves it, or Accept it straight away.
7. Other names on the ticket (optional) help an upload find this type when the file says something different. Save type.

More people later? The type's Assignments tab adds people by name; position requirements are set under Positions. A type somebody holds can't be deleted.

Add tickets yourself

1. Certificates → Worker certificates. Drop tickets on the box — photos, scans or PDFs, one ticket or a whole folder.
2. Each file is matched to a worker and a certificate type. Fix anything flagged. Fill every row applies one worker, or one certificate and issue date, to all of them.
3. Check the dates against the tickets, then save. Nothing is added to anyone until you save.

When a worker uploads one

1. The worker: My Certificates → Submit a certificate. Pick the type, the issue and expiry dates, add a photo or PDF, Submit. It shows Pending.
2. It lands under Needs approval, and in the To do of whoever verifies it.
3. Open the ticket, check it against the copy, and verify it by signing with your name. Or reject it with a reason; the worker sees the reason and can send a better copy.

Colours and reminders

Missing — required but never on file — is kept apart from Expired. A ticket a worker's position requires emails them 14 days before it expires and on the day; their supervisor's copy goes in the 4 AM summary.