Staff qualifications: first aid, CPR, licences and your own

Qualifications shows every current staff member against every qualification your business tracks. Only admins see it.

Which qualifications each kind of business has

• Clubs: Working with Children Check, police check, first aid, CPR, anaphylaxis, asthma and swimming (a swimming instructor qualification or a lifesaving award).
• Charities and peak bodies: Working with Children Check, police check, first aid, CPR, anaphylaxis and asthma.
• Builders and other businesses: white card (it doesn't expire), high risk work licence, police check, first aid, CPR and Working with Children Check.
• Every business adds its own in Qualification settings.

Reading the matrix

• Valid: current.
• Expiring: expires within 30 days.
• Expired.
• Missing: needed but not on file.
• Not needed: this person doesn't need it.
• Waiting for review: they sent a certificate you haven't checked yet.

Filter by Name or position contains, a Qualification and its Status, then Show. Clear resets the filters.

Who can run an activity on a date

Where your business has activities (for example swimming or water activities for a club), choose Who can run, set Still valid on to the date, and select Show. You'll see everyone whose every qualification for that activity is current on that date.

How to ask staff for their certificates

1. 1Step 1: On the staff list, under Request certificates from staff, choose Staff with something missing, expiring or expired or All current staff.
2. 2Step 2: Select Request from everyone. Each person gets an email with their own secure link (no password).
3. 3Step 3: They see what's needed and their expiry dates, and send a photo or PDF. Where your business allows it, Read my certificate fills in the details for them to check.
4. 4Step 4: Check each one in Review uploads. See Review certificates staff send.

How to import what you already have

1. 1Step 1: Under Import qualifications from a spreadsheet, choose a CSV with one row per staff member per qualification: email, employee_number, name, qualification, number, state, issuer, completed_on, expires_on.
2. 2Step 2: Select Check the file. Every problem is listed by line and nothing is saved.
3. 3Step 3: Choose the file again and select Import. Staff are matched by email, then employee number, then an exact name. Imported rows count as recorded by your business and replace older records of the same kind.

Common names and course codes are understood (for example HLTAID011, CPCWHS1001, white card, HRWL, police check). Dates can be YYYY-MM-DD or DD/MM/YYYY.

Reports

• PDF report: a summary and each person's qualifications.
• PDF with certificates: the same, with the certificate files attached inside the PDF.
• The CSV export is on its own tab. See Qualifications export.

What happens next

• Expiry reminders go to the staff member and your admins 30 and 7 days before, on the day and once expired.
• The staff member's reminder has a Fix this now link that opens the right upload form.
• Nothing a staff member sends counts until an admin approves it.

Working out an expiry

A printed expiry date always wins. Without one, a qualification is valid until the day before the anniversary of its completion date plus its renewal period (for example CPR completed 15 March 2026, renewed every 12 months, is valid to 14 March 2027). First aid renews every 36 months, CPR every 12 and asthma training every 36, unless a date is printed. A police check is re-checked 3 years from its issue date.