Keep every qualification up to date.
Help track first aid certificates, forklift licences, safety training, trade qualifications and internal training records — with renewal reminders and a clear view across your team.
- First aid certificates
- Forklift & licence renewals
- Safety & trade training
- Internal training records
- Expiry reminders per person
- Training matrix exports
Per-person register
One place to see every certificate for every team member, with statuses at a glance and a full history of past renewals.
Reminders before lapse
Plenty of notice so renewals happen on time — not the morning of a job when someone realises they're out of date.
Easy handover
When team members change roles or leave, all records stay clean and accessible. No more 'whose laptop was that on?'.
Built for small teams with scattered certificates
In a small team, training and certificate records have a habit of living everywhere except where you can find them. PDFs in personal email accounts. Photos on people's phones. Paper certificates in a filing cabinet. A spreadsheet that one person owns and updates whenever they remember. When a certificate expires, the first sign is usually a job being turned down, an audit going badly or someone simply not being allowed to work that day.
Ample Control is built to help small teams pull all of this into one place, track expiry dates per person, and get reminders before anything lapses — so renewals are routine instead of a scramble.
Who this is for
- Small trades businesses and contractors
- Care providers and clinical teams
- Hospitality, retail and venue operators
- Construction subbies and site teams
- Workshops, warehouses and small manufacturers
- Office teams with regulated or safety-critical roles
Common certificates and records to track
- First aid: emergency first aid at work, first aid at work, paediatric first aid.
- Driving and lifting: forklift / counterbalance / reach truck licences, driving licence checks, MEWP / IPAF, PASMA.
- Safety training: manual handling, fire warden, working at height, asbestos awareness, COSHH.
- Trade certificates: Gas Safe registration, NICEIC, Part P, ECS / CSCS cards.
- Clinical and care: CPR, safeguarding, medication training, DBS check renewal dates.
- Hospitality: food hygiene, personal licence, allergens training.
- Internal training: SOP sign-offs, machine-specific competency, induction records.
- Professional registrations: chartered bodies, trade associations, ongoing CPD records.
What usually goes wrong without a proper system
- Certificates emailed in as PDFs and lost in inbox folders nobody else can see.
- A spreadsheet with expiry dates that lags reality by months — and only one person updates it.
- Paper certificates pinned to a noticeboard, photocopied for a tender, then never replaced when the original goes home with someone.
- Renewals happening the day a certificate expires (or after), because nobody saw it coming.
- A tender or audit asks for a training matrix and an entire morning is spent rebuilding one from scratch.
- Staff leave and take certificate evidence with them, leaving gaps in the record that are hard to close.
How Ample Control helps
Each team member is a record. Each certificate is attached to that person with an expiry date, a copy of the document and reminders before it lapses. Owners see the full team matrix; staff see their own certificates and can upload renewals from a phone. Exports give you a clean training matrix for tenders, audits or internal reviews. See document storage and team roles.
A simple monthly and annual workflow
- Each month: review the dashboard for certificates expiring in the next 90 days across the team.
- On expiry approach: book training or renewal; assign the certificate to the person.
- On completion: upload the new certificate as a replacement — the old version stays in history.
- On joining: "new starter" checklist captures induction, required certificates and SOP sign-offs.
- On leaving: mark the person as inactive; their historical records stay searchable for audit.
Example records to track
- Sarah J — Emergency First Aid at Work, expires Oct, reminder at 90 days
- Tom R — Forklift counterbalance, 3-year renewal, certificate attached
- Maria K — Food hygiene level 2, expires in 18 months
- Whole team — annual fire warden refresher, scheduled centrally
- New starters — induction checklist completed within 7 days
- Site team — CSCS card numbers and expiry dates per person
Example reminder and checklist setup
- "Certificate expiring" reminder — 90 / 60 / 30 days before, per person
- "New starter" checklist — assigned to manager on day 1
- "Annual training matrix review" reminder — once a year
- "Tender pack ready" checklist — exports the current matrix
- "DBS renewal" reminder — at the cadence you set per role
Where document storage helps
Certificates, training records and licences live attached to the person and the type. Renewals replace the previous version cleanly, so the current certificate is always the one on top — without losing the history.
Where team roles help
Owners and managers see the whole team matrix. Staff get a limited view of their own certificates and can upload renewals for manager review. External trainers can be given access to upload completion records against the people they trained, without seeing the rest of your data.
QR codes (optional)
QR codes are less central here than for physical assets, but they're useful for ID-card-style tags or noticeboard "scan to upload your renewal" workflows in larger teams.
Related features and use cases
Curious how much admin time certificate chasing costs your team each month? Try the compliance admin time savings calculator or see pricing.
Frequently asked questions
Quick answers about how this works in Ample Control.
Can I track certificates per person?+
Yes. Each staff member has their own record with every certificate, qualification and training entry attached — including expiry dates and reminders.
Can staff upload their own certificates?+
Yes (on the Team plan). Give them a limited role and they can upload renewals for manager review, without seeing other people's records.
Does it support custom certificate and training types?+
Yes. Add any qualification, internal training or professional registration your team needs to track — not just the common ones.
Can I export a training matrix?+
Yes. Export a CSV of who holds what, with expiry dates — useful for tenders, audits and internal reviews.
Does Ample Control guarantee training compliance?+
No. It helps you track, organise, evidence and be reminded about certificates and training. Whether your team is sufficiently trained for a given role remains a management responsibility.
Ready to take control?
Start free — no card required. Set up your first assets and reminders in minutes.