Upload and Manage Team Certifications
Keeping on top of certification expiry dates is one of the most important compliance tasks for any trade business. Trade2Base stores Gas Safe registrations, NICEIC and NAPIT cards, CSCS cards, first aid certificates, IPAF licences and more against each engineer — and alerts you before anything expires.
Uploading a certificate for an engineer
Go to Team in the sidebar and click on the engineer's name to open their profile.
Click the Certifications tab. You'll see any existing certificates listed, along with their expiry dates and status (valid, expiring soon, or expired).
Choose the certificate type from the dropdown, enter the certificate number and expiry date, then upload a scan or photo of the card. Accepted formats are PDF, JPG, and PNG.
Click Save. The certificate appears in the list immediately and the engineer's profile shows a green badge for each valid cert.
Supported certificate types
Trade2Base includes built-in certificate types covering the most common trades. You can also create custom certificate types for anything not in the list.
Setting expiry alerts
Trade2Base sends automated email alerts when a certificate is approaching its expiry date. By default, alerts are sent 60 days and 30 days before expiry. To change these thresholds, go to Settings → Notifications → Certificate alerts and adjust the lead times to suit your business.
Alerts are sent to the account Owner and any Admins. You can also add individual engineers to the alert list so they receive their own reminders directly — useful if engineers are responsible for renewing their own Gas Safe registration each year.
Once a certificate expires, the engineer's profile shows a red badge for that cert type and they will be blocked from being assigned to jobs that require it (if job restrictions are enabled — see section 5).
Viewing cert status across the whole team
Rather than checking each engineer individually, you can see everyone's certification status in one place. Go to Team → Certifications (the team-level tab, not an individual engineer's profile). This shows a grid of every engineer against every cert type, colour-coded by status:
You can export this grid as a CSV or PDF for inclusion in ISO or accreditation audits.
Restricting jobs by certificate type
Some job types should only be assigned to engineers who hold specific qualifications — for example, gas work requires a valid Gas Safe registration. You can enforce this in Trade2Base by opening a job type and enabling the Required certifications toggle. Select one or more certificate types that must be current for an engineer to be eligible for that job type.
When scheduling a job of that type, only engineers with the required certs showing as valid will appear in the assignee dropdown. Engineers with expired or missing certs are greyed out with a tooltip explaining which certification is blocking them. This prevents accidental assignment and keeps your business legally compliant.
Owners and Admins can override the restriction and assign a job to an engineer with an expired cert if needed — for example, in a genuine emergency. The override is logged with a timestamp and the admin's name for audit purposes.
Never miss a cert renewal again. Start your free trial today.
Get started freeStill need help? Contact support