Worker credentials & licences

Licences and certifications your workers hold that outside authorities issue — CDL, forklift and crane operator cards, trade and professional licences. Distinct from training records (courses you deliver) and contractor credentials (other companies' people).

Add a credential — scan the card or type it

1. Go to Worker credentials. In the 📷 Scan or attach a document panel, upload a photo or PDF of the licence or certification card (8 MB max — a phone photo works well).
2. Where AI is enabled, it suggests the fields — worker, credential type, issuing authority, number, class, issued and expiry dates — and flags any lower-confidence suggestions for double-checking. You review everything before saving, and the file is kept on the record as evidence (the 📄 link in the Doc column opens it later).
3. Or fill the Add a credential form directly: site, worker (pick from the roster or type a name), credential type, authority, number, and class.
4. Set the Grace period (days) — how long past expiry the credential is still tolerated while a renewal lands; 0 means a hard stop. Leave Expires blank if it never expires.
5. Click Add credential.

Keep the list current

• Filter by Site, and switch Show to Needs attention to see only expiring-soon, in-grace, and lapsed credentials (lapsed rows are red, in-grace amber).
• Use edit to correct a record and retire when it no longer applies — retired credentials stay visible under Everything (incl. retired).

What happens automatically

• The holder is reminded 30 days before expiry. Once expired, both in grace and lapsed escalate as overdue — the grace window is for finishing a renewal already in flight, not for ignoring it.
• Every credential with an expiry date appears on the compliance calendar and its .ics feed, with the grace window noted.
• The credential gate: permit types can require credentials (configured under Credential requirements on the Permits page). A lapsed or missing credential blocks permit approval; in-grace warns but passes; an approver can override with a reason, and the override is audited.

Bulk import

Upload the licence spreadsheet at Data import — target Worker credentials (licences & certifications). Site and worker name are required; type, authority, number, class, dates, and grace days are optional. The site column takes your site names — no codes.

Related

• Contractor safety — Verify contractor worker credentials at the gate
• Permits to work — Credential gate on permit approval
• Training — Companion competency and certification tracking
• Regulatory permits & licences — Authority-issued permits with the same expiry tracking