How to track certifications and mandatory training
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
- Create the certification types registry, with validity periods.
- Record each person's certifications as connected records.
- Attach the certificate, using OCR to extract dates where possible.
- Link requirements to roles, not to individuals.
- Calculate compliance per person and per role.
- Alert with enough margin for the renewal process itself.
- 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.
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
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