Certificates: the workspace and the register

See every certificate in one register: the overview, compliance by building, expiry dates, finding a certificate fast, adding one, and the evidence engineers leave on their jobs.

What's in this video

1. Certificates keeps every certificate your company holds in one place: gas safety, electrical, fire, lifts, water and insurance, and the paperwork your engineers leave on their jobs. In Governance, click Certificates.
2. The Overview shows where you stand today. The tiles count every certificate, those expiring soon, those already expired, those awaiting review, and the ones you're missing. Click any tile to see that list.
3. Further down is Compliance by building. Each row is a building or site, with how many certificates are valid, expiring, expired or missing there. Click a building to see only its certificates.
4. Now open the Register. It's the full list, one row for each certificate, with its type, the building or asset, who issued it, the date it was issued, and the date it expires.
5. The Status column does the date work for you. Valid means it's in date. Expiring soon means it runs out within your warning period. Expired means it has run out, so it no longer counts as proof.
6. To find a certificate fast, type in Search: a building, an asset, an engineer or a job reference. Then narrow it down with Type, Kind, Status, or Building or site. Clear filters puts everything back.
7. To add one, click Add a certificate. Choose the file, give it a title, and pick the kind. Then the building, who issued it, the issue date and the expiry date. If you only know how long it lasts, fill in Or valid for instead.
8. Tick I have checked this certificate only if you've looked at it yourself. Otherwise it shows as Awaiting review, until someone checks it. We'll leave it for a manager, and click Save certificate.
9. Certificates also come straight from your engineers' jobs. When a job's close out question is marked This is a certificate, the engineer's upload lands here as job completion evidence. Choose that under Type.
10. Click a row to open it. Here's the gas safety record Owen uploaded when he closed his annual gas safety check. You can open the file, and the job it came from. A manager has already checked this one, so it says who verified it.
11. In the next video, we'll check the certificates awaiting review, say which certificates you must hold, and deal with the follow on actions.