Registration record fields
Use consistent fields so each record can be reviewed and reported in the same way. Make the professional body a controlled field where possible; spelling variations create duplicate groups and unreliable reports.
- Register or body
- Registration number
- Renewal date
- Check date
- Status
- Evidence attached
- Owner
Review rhythm
Set a review rhythm for due soon and expired registrations. Monthly is often enough for small teams; larger or higher-risk teams may need more frequent checks.
Do not rely on renewal dates alone. Decide when a fresh regulator check is required, how quickly an exception must be escalated and who covers the task when the normal owner is absent.
SkillProof helps by surfacing due soon and expired records as actions.
Evidence and limitations
Attach evidence where it is needed and record the outcome of manual checks.
Keep a note of the source, date and checker. A screenshot may help explain what was seen at the time, but the live regulator register remains the place to confirm current status.
SkillProof helps store the record. It does not replace the organisation's responsibility to verify status with the relevant body.
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.
Questions this guide answers
What is professional registration?
Professional registration is a recorded status with a professional or regulatory body showing that a person appears on its register or membership record. The precise meaning, protected title and conditions depend on the body, so current status should be checked with the authoritative register.
What does professional registration status mean?
It describes the status shown by the relevant professional body, such as current, lapsed, suspended or subject to another published condition. Organisations should record the wording actually shown and the date checked rather than translate it into an unsupported internal judgement.
How often should professional registrations be checked?
There is no single interval for every profession. Set a proportionate check rhythm using the body's rules, renewal dates, the role's risk and your organisation's policy, and keep a dated record of each manual check.