Available for the following plans: Employment Lite, Employment Plus, Employment Unlimited
Available for the following HR classic plans: Standard, Premium, Platinum
Available for the following user access levels: Admin
Certifications in Employment Hero help you ensure your employees and contractors have the right qualifications, licenses, and training to do their jobs safely and legally. Instead of chasing paperwork in spreadsheets or filing cabinets, you can manage everything in one place-with automatic reminders, approval workflows, and compliance reporting at your fingertips.
This article explains the following:
- Why use Certifications?
- Getting started with Certifications
- Pro tips to maximise value
- Related features
Why use Certifications?
Keep track of any mandatory qualifications, training, and industry-specific licenses that are required of employees. Set up automatic reminders so that your your team is kept updated about any mandatory certifications that are about to expire.
No more manual tracking or spreadsheet chaos. Your employees upload their own documents, managers approve them, and you get full visibility through reporting - all without the back-and-forth emails.
Having an auditable trail of certifications, approvals, and renewals helps you meet industry regulations and demonstrates due diligence if you're ever audited.
Quick Launch Video
Getting started with Certifications
Define what certifications your organisation needs - from DBS (Disclosure and Barring Service) checks and First Aid certificates to industry-specific licenses and qualifications. Choose whether they're mandatory or optional, set expiry dates, and assign them to groups, locations, or individuals.
Guides:
Helpful Hint
Start with your most critical compliance requirements first, then add additional certifications as you go.
Once you've assigned certifications, your employees receive notifications to update their required certifications. They can submit supporting documentation, enter expiry dates, and track everything from their profile - making it easy for everyone to stay on top of their requirements.
Guides:
Important
Certifications will only appear within an employee's file if your admin has created and assigned the records via the Certification Settings feature.
Now managers or admins can view and then approve and/or decline an employee's submitted certification. You'll maintain quality control while empowering you and your team to manage your company's compliance.
Guides:
Important
As an admin, you cannot approve your own certification. Instead, another company admin will need to approve this for you.
Use Certification Reporting to see who's up to date, who's overdue, and what's expiring soon. Filter by status, certification type, certification name, or group, then export to CSV for deeper analysis. You can even send reminder emails directly from the report.
Guides:
Helpful Hint
The Certifications Reporting feature allows you to:
- See how your personnel are progressing with their assigned certifications
- Understand what is overdue and when their manager approved their submission
- Download a CSV file of the data for use in programs like Microsoft Excel
- Send reminder emails to employees with outstanding certifications
Pro tips to maximise value
- Make the most important certifications mandatory - Your team will receive weekly reminders until they complete them, keeping compliance on track without you needing to chase.
- Pin the certifications report to your dashboard - You can pin reports to your dashboard using the Pinned Reports widget. Giving you quick access to view what is outstanding.
- Schedule regular compliance reviews - Set a monthly or quarterly reminder to run your Certification Report and catch any upcoming expiries before they become urgent.
- Leverage approval workflows for sensitive certifications - For high-risk or legally required documents, require manager approval to maintain quality control and accountability.
Related features
Once you've got Certifications running smoothly, explore these features to build an even stronger compliance and people management system:
- Policies - Ensure employees acknowledge company policies and procedures
- Documents - Store and manage other employee documents centrally
- Permissions - Control who can see sensitive certifications
- Onboarding Workflows - Automatically assign certifications to new starters