Employee certificates

Always insight into valid certificates.

With the Employee Certificates Power-Up you easily keep track of which certificates your employees have, such as safety certificates, forklift licenses or industry-specific diplomas. All certificates are centrally recorded in OutSmart, giving you a clear overview of who has which qualifications.

Over 20.000 happy daily users

Manual certificate tracking vs. OutSmart Certificates

Step	Without OutSmart	With OutSmart
Storing certificates	Paper folders, scanned PDFs scattered across email and drives	Central digital archive — all certificates linked to technician or asset
Expiry tracking	Manual reminder in a calendar or spreadsheet	Automatic expiry alerts sent before the renewal deadline
Compliance checks	Manually verify before each job assignment	System blocks assignment if required certificate has expired
Renewal process	Identified too late — scramble to rebook training	Early reminders with enough lead time to schedule renewal calmly
Audit preparation	Collect and copy dozens of documents under pressure	Audit report generated in seconds — all records centralised
Client proof	Email scan or physical copy to client on request	Digital certificate available instantly via client portal

Your certificates always on hand

The certificates are visible not only in the back office but also in the app. Employees can show their own certificates on the go, for example at a customer or during an inspection. This enhances professionalism and prevents discussions or delays on site.

Additionally, this Power-Up helps you take timely action when certificates expire. You immediately see which certificates are about to expire and can act proactively. This prevents employees from working without valid papers and ensures you always meet the required standards.

With Employee Certificates, managing and checking qualifications becomes simple, clear and reliable. It provides peace of mind in your organization and trust towards customers and regulators.

Practical example

A technical service company used Employee Certificates to gain control over the safety and industry certificates of their mechanics. Thanks to automatic alerts, they saw in plenty of time that several certificates were about to expire. They were able to arrange re-certification in time and the mechanics remained deployable without projects coming to a halt.

Benefits

Central overview of all certificates per employee.
Employees can easily show their certificates via the app.
Automatic alerts when certificates are about to expire.
Always meet legal and industry requirements.

3232784

Work orders per year

5172

Customers trust OutSmart

Years of experience

We constantly had to create work orders manually with pen and paper. By providing a clear digital system with many options, along with an excellent helpdesk that assists with everything, even the smallest questions, Outsmart has helped us.

Thomas Loos, Display4all

We used to lose work orders now and then, which made tracking time a challenge. With the easy digital entry of work orders, it's much simpler for the technician to manage the administration. Having 100% accurate work orders has definitely cut our administrative time in half.

Pascal Hanenbergh, Hanenberg Techniek

Frequently asked questions about OutSmart Certificate Management

Digital certificate management software stores, tracks, and auto-renews technical certifications, inspection documents, and compliance records for field service technicians and equipment. OutSmart Certificate Management replaces paper folders and calendar reminders with a central archive and automatic expiry alerts — so nothing lapses unnoticed.

OutSmart tracks any type of certificate or qualification — trade licences, manufacturer certifications, safety passes, gas and electrical safety records, equipment inspection documents, and customer-specific accreditations. You define the certificate types that matter for your business.

You can configure rules that block job assignment if a required certificate has expired. Dispatchers are warned automatically, and the technician cannot be assigned to a job type requiring that certification until the renewal is uploaded and validated.

You set the reminder window per certificate type — for example, 90 days for a trade licence and 14 days for a site-specific pass. Reminders are sent automatically by email or in-app notification, giving managers enough lead time to schedule renewal training.

Yes. Technicians can photograph or scan a certificate and upload it directly from the OutSmart mobile app. The document is stored against their profile and the expiry date is logged for future tracking.

All certificates are stored centrally and linked to the relevant technician or asset. You can generate a compliance report covering the full team in seconds — showing valid, expiring, and lapsed certificates — without searching through email threads or physical files.

Yes. Asset-specific inspection certificates, maintenance records, and compliance documents can be attached to individual equipment in OutSmart. Inspectors and clients can access the full history for any asset at any time.

Industries

Integrations