Certificates & checks register

Staff Certification Tracking Software
for UK Employers

Keep DBS checks, CSCS cards, first aid, food hygiene, safeguarding and other certificates in one register. See who holds what in a matrix, and get alerts on the dashboard before anything runs out. Part of Leavely alongside leave management, rotas and documents at £8 per user per month.

Free 14-day trial. No credit card required.

£8

per user/month

30

days' warning

14

certificate types

Certificates run out quietly.

A first aider's certificate lapses. A CSCS card expires the week before a new site. A DBS recheck your policy promised never gets booked. None of these announce themselves; they sit in a folder or a spreadsheet until someone asks.

Leavely keeps a Certificates & checks register with a date and status for each entry, a matrix of who holds what, and alerts on the dashboard and in the Compliance centre when something is due within 30 days or has expired.

Useful facts about expiry dates

Not every certificate has a legal expiry. Leavely treats each type accordingly.

DBS certificates have no official expiry

A DBS certificate does not expire. Rechecking is your own policy, or the person can join the DBS Update Service. Leavely lets you set your own recheck date.

First aid certificates last 3 years

First aid at work and emergency first aid at work certificates are valid for 3 years. Leavely suggests the expiry from the issue date.

Cards carry their own expiry

Cards such as the CSCS card have an expiry date printed on them. Enter it and Leavely tracks it.

Refreshers follow your policy

For training such as food hygiene, safeguarding, fire marshal and manual handling, set the refresher date from the certificate or your own policy.

Certificate tracking with expiry alerts

Replace the training spreadsheet with a register that tells you what needs doing.

One register of certificates and checks

DBS, CSCS, first aid, food hygiene, safeguarding, fire marshal, manual handling, driving licence checks, forklift and other certificates, all in one place.

Expiry and recheck dates

Every entry can have an expiry or recheck date. Each shows its status: due within 30 days, or expired. For first aid, Leavely suggests the expiry.

A matrix of who holds what

See people against certificates in one grid, so gaps are obvious before a shift, an inspection or a site visit.

Alerts where you already look

Certificates that are due or expired appear on the dashboard and in the Compliance centre.

DBS kept admin-only

DBS checks are visible to admins and owners only, and DBS reference numbers are masked.

Managers see their team

Managers see and record the certificates held by the people who report to them, apart from DBS checks. Employees see their own, read-only.

How it works

  1. 1

    Add a certificate or check

    Choose the person and the type, such as DBS (enhanced), CSCS card or first aid at work, and add the issue date.

  2. 2

    Set the expiry or recheck date

    Use the date on the card or certificate, your own policy, or the suggested expiry for first aid. For DBS, set your own recheck date if your policy has one.

  3. 3

    Check the matrix

    See who holds what across the team and spot the gaps.

  4. 4

    Act on alerts

    Anything due within 30 days or expired shows on the dashboard and in the Compliance centre. Record the renewal and the status updates.

Who can see what

DBS checks can reveal criminal record information, so access is kept narrow.

Admins and owners

See and manage every certificate and check, including DBS checks.

Managers

See, record and update their own and their team's certificates. DBS checks are not shown to managers.

Employees

See their own certificates, read-only. DBS checks are not shown.

Know who is qualified, and until when

One register, a matrix view and expiry alerts. All included at £8 per user per month.

or start a free 14-day trial

Frequently asked questions

Which certificates and checks can I track?
DBS checks (basic, standard, enhanced, and enhanced with barred list), CSCS cards, first aid at work and emergency first aid at work, food hygiene, safeguarding training, fire marshal or warden, manual handling, driving licence checks, forklift or lift truck, and any other certificate or licence you add.
Do DBS certificates expire?
No. A DBS certificate has no official expiry date. How often you recheck is your own policy, or the person can join the DBS Update Service. In Leavely you can set your own recheck date for each DBS check, if your policy has one.
Who can see DBS checks?
Only admins and owners. DBS checks can reveal criminal record information, so they are admin-only and their reference numbers are masked. Managers do not see DBS checks, even for their own team.
How long are first aid certificates valid?
First aid at work and emergency first aid at work certificates are valid for 3 years. When you enter the issue date, Leavely suggests the expiry date for you.
When will I be warned about an expiry?
A certificate shows as due from 30 days before its expiry or recheck date, and as expired once that date has passed. Both show as alerts on the dashboard and in the Compliance centre.
Can managers and employees see certificates?
Managers see and can record their own team’s certificates, apart from DBS checks, which stay with admins. Employees can see their own certificates, read-only, without DBS checks.
Is certificate tracking included in the £8/user/month price?
Yes. The Certificates & checks register is included in Standard at £8 per active user per month. Ultra is £10 and adds manager-approved shift cover.

Guides and related tools

Leavely for care homesLeave, rotas and staff records for care providers.Right to work check softwareRecord checks and get alerts before follow-ups are due.Accident book softwareRecord accidents and track RIDDOR deadlines.Policy acknowledgement softwareGet staff to confirm they have read your policies.Employee onboarding softwareChecklists for every new starter.UK HR compliance checklistThe main legal duties for small employers.

Try Leavely free for 14 days

Certificate tracking, leave management, rotas and more. All for £8 per user per month. No credit card needed.

or start a free 14-day trial