Record the details you need
For each person, record the registration type, reference number, renewal or review date, status and evidence notes.
Only store information your organisation has a valid reason to manage. Keep the regulator's status separate from your internal follow-up status so an overdue admin action is not confused with a confirmed lapse in registration.
Be clear about manual checks
If you check a public register or professional body account manually, record the check date and outcome.
Do not describe this as an integration unless your software really connects to that body. Record who completed the check and use the regulator's own wording for restrictions, annotations or other conditions rather than paraphrasing them.
Separate the body status from internal follow-up
Record the wording shown by the professional body and the date checked. Keep that separate from internal labels such as review due, evidence missing or manager action open.
For example, a registration may still be current on the authoritative register while the organisation's dated copy of the evidence is missing. That is an evidence follow-up, not proof that the person's registration has lapsed.
Use reminders and reports
Due soon and expired registrations should be visible to the people responsible for follow-up.
Set the warning period around how long renewal and escalation normally take, not an arbitrary default. Decide who contacts the worker, who checks the regulator and who can close the action.
SkillProof records registration details and manual check outcomes, then helps teams report on renewal status. If status is unresolved, follow the regulator's guidance, any legal restrictions and your internal escalation process before deciding whether the person may continue working.
Example
Professional registration status example
Keep the authoritative body status separate from the organisation's evidence and follow-up status.
Recorded item
Professional body
Example
Relevant professional register
Meaning
Names the authoritative source.
Recorded item
Body status
Example
Current, checked 20 July 2026
Meaning
Records the body's wording and check date.
Recorded item
Renewal date
Example
30 September 2026
Meaning
Supports due-soon follow-up; it does not replace a live check.
Recorded item
Evidence status
Example
Missing
Meaning
The organisation still needs its required proof.
Recorded item
Internal action
Example
Request evidence by 31 July
Meaning
Tracks the follow-up without changing the body status.
Official guidance used for this guide
Checked
Verify a person's current status with the relevant regulator. A record in SkillProof can document the check and renewal date, but it does not replace the regulator's register.