Solution
Evidence and Certificate Tracking Software
Stop losing certificates in inboxes and shared folders. SkillProof helps teams request, upload and review evidence against the record it supports.
Real SkillProof product workflow shown with safe demo data.
Problem
Why this is hard to manage manually.
A training record without evidence can still create audit work, especially when proof is buried in email or a shared drive.
Certificates are saved with inconsistent filenames and folder structures.
Managers chase missing proof manually and cannot always see what has already been requested.
Evidence is separated from the staff or training record it belongs to.
Audit packs take longer because files must be found and matched by hand.
SkillProof workflow
How SkillProof helps.
SkillProof links evidence requests, uploads and review status to staff and training records.
Missing proof appears as an action so managers can focus on the right staff.
Reports show where evidence is available and where follow-up is still needed.
Inside the app
How it works in SkillProof
These are the practical steps users follow inside the product.
Request evidence from staff where proof is missing.
Staff upload certificates or supporting documents through SkillProof.
Managers review submissions where the workflow requires review.
Evidence links to the relevant staff or training record.
Missing evidence appears as an action in dashboards and reports.
Reports and audit packs show evidence status for review.
Practical example
Example evidence review record
Evidence is most useful when it is linked to the exact staff member and requirement it supports.
| Evidence item | Linked record | Review status | Next action |
|---|---|---|---|
| Manual Handling certificate | Example Person / Manual Handling | Pending review | Confirm completion date |
| First Aid certificate | Example Person / First Aid | Rejected | Request replacement evidence |
A reviewer can open a pending upload, confirm the linked requirement, add notes and approve or reject the evidence with a clear outcome.
Try this workflowWhat good looks like
Common mistakes to avoid
Product fit
Relevant SkillProof capabilities
Evidence Requests
Ask the right person for missing proof without relying on email threads.
Evidence Uploads
Staff can upload certificates or supporting documents where they have access.
Review status
Track whether evidence is missing, uploaded or approved where review is enabled.
Certificate tracking
Keep training proof and certificate information connected to the relevant record.
Before SkillProof
After SkillProof
Who it helps
Built for teams who own the record.
Related SkillProof features
Related solution pages
Training Records Management
Keep training dates, renewal dates, requirements and supporting evidence connected to each staff member rather than spread across folders, inboxes and spreadsheets.
Training Matrix Software
Give managers a live view of staff training status, role requirements, overdue records and missing evidence without rebuilding an Excel matrix every week.
Audit & Inspection Readiness
Prepare for audits, inspections and internal reviews from live records instead of rebuilding spreadsheets and chasing certificates at the last minute.
Compliance Tracking Software
Bring workforce compliance records into a clear action-led view so teams can see overdue items, due soon records, missing evidence and review gaps.
Related insights
Evidence & Audit
Evidence Management Guide
How to manage evidence requests, uploads, review status and audit-ready records.
Evidence & Audit
What Evidence Should You Keep for Staff Training?
A practical guide to deciding which training evidence is worth keeping and how to organise it.
Evidence & Audit
How to Prepare for a Training Audit
A practical checklist for reviewing training records, evidence and gaps before an audit or inspection.
FAQ
Questions about evidence & certificate tracking
Can staff upload certificates?
Yes. Staff can upload evidence where your organisation invites them to use the portal.
Is evidence linked to training records?
Evidence can be linked to the relevant staff or training record so proof is easier to review.
Can managers request missing evidence?
Yes. Evidence requests help managers ask staff for missing proof and keep the follow-up visible.
Next step
See the workflow with your records.
Start a free trial or book a demo to see how SkillProof can replace manual chasing with live workforce compliance visibility.
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