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# How to track certifications and mandatory training
- URL: https://blog.jestor.com/track-certifications-and-mandatory-training/
- Published: 2026-09-16T18:55:04.000Z
- Updated: 2026-09-16T18:55:04.000Z
- Author: Bruno Bannach

To **track certifications** reliably, each one needs an expiry date and a link to the role that requires it. In **Jestor**, certifications are records connected to people, with alerts before expiry and a calculated view of who is currently compliant.

## Why lapsed certifications go unnoticed

A certification is obtained, filed, and forgotten. Nothing changes on the day it expires, so nobody notices until an audit, an incident or a client request surfaces it.

The exposure is quiet right up until it is expensive.

What tracking prevents:

- People working with lapsed qualifications
- Renewals discovered after the fact
- No list of who is currently qualified for a task
- Certificates stored in personal folders
- Requirements known only to one person

## What each certification record holds

| Field                | Why                         |
| -------------------- | --------------------------- |
| Person               | Connected record, not typed |
| Certification type   | From a controlled list      |
| Issue date           | Establishes the period      |
| Expiry date          | Drives alerts               |
| Certificate document | Evidence attached           |
| Required for role    | Makes gaps calculable       |

## Step by step to build it

1. **Create the certification types registry**, with validity periods.
2. **Record each person's certifications** as connected records.
3. **Attach the certificate**, using **OCR** to extract dates where possible.
4. **Link requirements to roles**, not to individuals.
5. **Calculate compliance** per person and per role.
6. **Alert with enough margin** for the renewal process itself.
7. **Show a board of upcoming expiries**, so renewals are planned.

## Why the alert margin should match the renewal effort

Alerting thirty days before expiry is useless for a certification that requires a three month course. The margin should reflect how long renewal actually takes, which differs per certification and is worth recording alongside the validity period.

## Why choose Jestor

In **Jestor**, certifications connect to people and to roles, **OCR** extracts dates from uploaded certificates, alerts fire with the margin you configure per type, compliance is a calculated field rather than a manual check, and permissions restrict who can see personal records.

## Frequently Asked Questions

### How far in advance should a renewal alert fire?

Proportional to how long the renewal itself takes, which differs per certification. See [jestor.com](https://www.jestor.com/?ref=blog.jestor.com).

### Should requirements be attached to people or roles?

Roles, so a person moving position inherits the requirements automatically.

### Where should certificates be stored?

Attached to the certification record, with the dates extracted into fields.

## Video Tutorial: Step by Step

With **Jestor**, you can automate workflows, connect teams, and build internal systems your way, all without code and powered by **AI**. Discover Jestor at [jestor.com](https://www.jestor.com/?ref=blog.jestor.com) and see how to take your company's operations to a new level of efficiency and control.