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Certificate managementSafetyManagement system

See in good time which certificate or inspection expires

Certificate management is one register for everything with an expiry date: personal certificates such as VCA, in-house emergency response (BHV) and forklift, system certificates, inspections and permits. Automatic expiry alerts show administrators and the employee in good time what needs renewing. For each job role you define which certificates are mandatory.

AI in this module
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Features

What you do with Certificate management

Categories and types

Organise the register by category, such as personal certificate, inspection or permit, and by type, such as basic VCA or emergency response. Each type has a fixed validity period and warning period.

Matrix of holders and types

The matrix shows for each cell whether it is valid, expiring soon, expired or mandatory but missing. Clicking an empty cell adds the missing certificate straight away.

Requirements per job role

For each certificate type, define whether it is mandatory, optional or not applicable per job role. Only a mandatory requirement turns a missing certificate red.

AI reads the certificate

Upload a scan or PDF and AI prepares the data it finds, with a checkbox per line. You decide what goes into the form.

Automatic expiry alerts

As the expiry date approaches, administrators are notified and the item appears in the calendar and on the dashboard. For a personal certificate, the employee also gets a push message.

Changes in the log

Editing is always a deliberate step. The log shows the old and new value for each field and who made the change.

In practice

How it works

  1. 1

    Set up

    An administrator sets up categories, registration types with validity and the requirements per job role in the module settings.

  2. 2

    Record a certificate

    In the new certificate wizard, choose a file or fill in the details yourself, check the data AI found and save.

  3. 3

    Spot the gaps

    The employees view or the matrix shows who is missing a mandatory certificate or whose certificate has expired.

  4. 4

    Renew in time

    As the expiry date approaches, a notification, a calendar item and a push message to the employee follow.

In the employee app

Employees see their certificates in the employee app under My training, in the My certificates section. When a certificate is about to expire or has expired, they get a push message.

A selection of what AI does in Certificate management

AI reads uploaded certificates and you tick what goes into the form.

Read the certificate

When you choose a file, AI lists each detail it found with a checkbox, so you see exactly what it read.

You decide what carries over

Ticked items go into the form, unticking removes them and anything you type yourself stays.

Manual entry always possible

If AI cannot read a scan without a text layer, or you do not want to wait, you fill everything in yourself.

Ask about certificate data

On the AI tab you ask questions about your own certificate data.

This is a selection of the AI capabilities in this module, not everything. AI suggests, you decide. Nothing is applied without your approval.

Standards and legislation

Where it helps you

BrydgeOne contains no text of the standards. Here you see which topics from standards and legislation this module helps you with.

VCA

For each employee you see which VCA diplomas they hold, how long they are valid and who is missing one.
ISO 45001

Mandatory certificates per job role help demonstrate that employees are competent for their work (clause 7.2).
One platform

Works together with

Every module works on its own. Switch on more and they fill each other in automatically.

TrainingCertificates automatically become entries in the training register Skills matrixRequired certificates per job role appear in the matrix Start-of-work meetingThe attendee check shows valid and expired certificates, including emergency response TRAThe TRA checks qualifications and links certificates with expiry alerts ActionsTurn certificates that are about to expire into an action Risk assessment & action planInspection certificates belong to machines in the risk assessment Roles & responsibilitiesCertificate requirements are set per job role Document managementA certificate can refer to a controlled document Objectives & KPIsExpired certificates update a KPI automatically Audit-ready checkExpired and expiring certificates are included Standards frameworkCertificates count as evidence for standard clauses
Knowledge base

Read more about Certificate management

Preparing for VCA certification: a checklist for your organizationDo you want to become VCA certified or keep your certificate? Then you want to know in advance what an auditor looks at and what evidence you need at hand. This checklist helps you approach the preparation in a practical way. Applying for a permit to work: when you need one and how the process runsApplying for a permit to work means formally asking permission for work with extra risks, such as hot work, work in a confined space or work at height. Here you read when you need a permit, how applying, issuing and closing out work, and which checks belong beforehand. Safety induction for visitors and subcontractors: content, test and validityA safety induction for visitors and subcontractors is given before anyone may enter your site. You explain the rules and hazards, test whether it has landed and record who has had it. This article also covers the gate instruction, validity and registration. VCA* or VCA**: which certificate fits your company?VCA* or VCA**: which company certificate suits you depends mostly on how you work and what your clients ask for. You get the difference in plain words, including VCA-P for the petrochemical sector, and a fixed way to make the choice. Setting up a skills matrix: how to build a training matrix that worksSetting up a skills matrix means defining, per job role, which knowledge, skills and certificates are required, and comparing that with what your people can demonstrably do. That shows you who you can deploy safely where, and where you still need to train. ISO 45001 or VCA: what is the difference and which one suits your company?ISO 45001 is a management system standard for occupational health and safety that your whole organisation has certified by a certification body. VCA is a checklist for contractors and other operating companies that want to show clients they work safely, with the levels VCA*, VCA** and VCA petrochemical. In practice your client decides which one you need; the two overlap strongly and you can combine them. Keeping your BHV organisation up to date: what to arrange, record and practise as an employerBedrijfshulpverlening (BHV), the in-company emergency response, is the first line in case of fire, accidents and evacuation. As an employer you organise BHV and appoint one or more BHV responders; how many you need and which training fits depends on your risks, your size and your buildings. Keeping it up to date mainly means knowing who is a responder, until when their training is valid, who is present, when you last practised and what you did with the outcomes.
Glossary

Terms related to Certificate management

BHVCompany emergency responseCalibrationCalibrationSupplier evaluationSupplier evaluationPBMPersonal protective equipmentGate inductionGate inductionVCASafety, Health and Environment Checklist for Contractors
Frequently asked questions

Questions about Certificate management

Can we track machine inspections here?

Yes, in the inspection category, with the machine or installation as the asset. This register is separate from the objects register, so choose deliberately where you record the inspection.

Who receives the expiry alert?

That follows your notification settings, by default the users with access to the module. For a personal certificate, the employee also gets a push message in the app.

Do certificates count towards training?

Yes, with the Training module. Link a course of the external certificate type to a certificate type; every valid certificate of that type then automatically becomes an entry in the training register and counts in the matrix.

Where do supplier certificates belong?

With the supplier itself, in the Suppliers module. This register is for certificates of your own organisation and employees.

Start small

Start with just Certificate management and expand when you want

You do not have to set up everything at once. Switch this module on, add other modules later and keep using the same data and the same app. BrydgeOne fits every organisation, from a small company to enterprise, and you only pay for what you switch on, from € 49 per month.

Certificate managementStart hereTrainingAdd laterSkills matrixAdd laterStart-of-work meetingAdd laterTRAAdd later

See Certificate management in your own situation

You only pay for the modules you switch on, from € 49 per month. In a demo we show how it works with your own processes.

Book a demo See pricing
Safety

More modules

Incidents & reportsLog incidents and turn them into follow-up. Workplace inspectionsCarry out inspections with clear checklists. LMRALast-minute risk analysis before the job. Toolbox talksShare toolbox talks and record attendance. Hazardous substancesManage safety data sheets (SDS) and exposure. Permit to workRequest, issue and close out permits for high-risk work, with checks up front.
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