Never Send an Unqualified Candidate Again
Automated certificate tracking with expiry alerts and classification-specific rules. Block bookings for non-compliant workers. Set it once, compliance runs itself.
Certificate Compliance
Track certifications and get automatic expiry alerts
247
Total Certificates
198
Valid
12
Expiring Soon
37
Expired
DBS Check
Dr. Sarah Chen
GMC Registration
Dr. James Wilson
CPR Certificate
Nurse Emma Brown
AHPRA Registration
Dr. Michael Lee
Automatic Compliance Rules Active
Candidates with expired certificates are automatically blocked from requesting shifts. Classification-specific rules ensure each role has the required credentials.
One Expired Certificate = Massive Liability
Manual compliance tracking is a compliance disaster waiting to happen
The Spreadsheet Nightmare
"We track 300 nurse registrations in Excel. Someone's AHPRA expired last month and we didn't notice until the hospital called. Nearly lost the contract."
Manual Checking Takes Hours
"Before booking any locum vet, I manually check 5-7 certificates. Veterinary council registration, indemnity insurance, police check... It takes 15 minutes per person."
Workers Ghost You
"We email candidates asking for expired certificates. Half don't respond. Then they complain they're not getting shifts. We have no enforcement mechanism."
Automated Compliance That Protects Your Business
Hirepad's intelligent compliance system lets you review and approve certificates, then automatically monitors expiry dates, sends progressive reminders, and blocks non-compliant bookings.
Certificate Requirements
Required Certificates
AHPRA Registration
Doctors
Professional Indemnity Insurance
Doctors
Police Check
All
CPR Certificate
Doctors, Nurses
💡 Tip: Mandatory certificates block registration. Optional certificates can be added later.
Define Certificate Requirements by Role
Configure exactly which certificates are required for each job classification, employment type, or job category. Different rules for doctors vs nurses vs allied health.
- Classification-based rules: Vets need RCVS, nurses need AHPRA, pharmacists need GPhC
- Employment type filtering: Different requirements for locums vs permanent vs contractors
- Mandatory vs optional: Block registration for mandatory certificates, encourage optional ones
- Issue & expiry tracking: Capture dates for time-sensitive credentials
Pending Certificate Approvals
AHPRA Registration
Dr. Sarah Chen
DBS Check
Nurse Emma Brown
💡 Tip: Once approved, certificates automatically enter the compliance monitoring flow.
Workers Upload & Admins Approve Certificates
Candidates upload certificates during registration. You receive instant notifications to review and approve each document. Once approved, certificates automatically enter the compliance monitoring flow.
- Smart filtering: Candidates only see applicable certificates based on their profile
- Instant notifications: Admins notified immediately when certificates are uploaded
- Manual approval: Review and approve/reject documents before they enter compliance flow
- Date validation: System validates issue dates are before expiry dates
Progressive Reminder System
Certificate Expiry Reminder - Action Required
Tone: Gentle
Important: Your Certificate Has Expired
Tone: Urgent
URGENT: Renew Certificate to Continue Working
Tone: Critical
System sends up to 8 reminders over 8 weeks. Escalating urgency keeps candidates accountable.
Automated Expiry Detection & Progressive Reminders
Once approved, certificates enter the automated compliance flow. The system detects expired certificates daily and sends progressive email reminders to candidates—escalating from gentle nudges to urgent warnings.
- Automatic detection: Daily checks of all approved certificates, marking expired ones
- Progressive escalation: Weekly reminders with increasingly urgent language (8 reminders over 8 weeks)
- Compliance protection: Automatic booking blocks when mandatory certificates expire
Enterprise-Grade Compliance Features
Everything you need to maintain 100% compliant workforce
Classification-Based Rules
Define different certificate requirements for each job classification. Doctors, nurses, pharmacists, vets—each sees only their required credentials.
Automatic Expiry Detection
System runs daily checks on all certificates with expiry dates. Automatically marks expired certificates and triggers reminder workflow.
- • Daily automated scanning
- • Instant status updates
- • Zero manual checking
Progressive Reminder System
Sends up to 8 automated reminders over 8 weeks when certificates expire. Escalating urgency keeps candidates accountable.
- • First reminder: Immediately on expiry
- • Weekly follow-ups (7-day intervals)
- • Escalating subject lines
Booking & Registration Blocks
Candidates can't complete registration without mandatory certificates. Expired certificates prevent shift bookings automatically.
- • Registration gating for mandatory certs
- • Pre-booking compliance checks
- • Automatic enforcement
Multiple Certificate Types
Support for three certificate categories: qualifications, checks, and training. Each with appropriate validation logic.
- • Qualifications: Degrees, licenses, registrations
- • Checks: Police checks, working with children
- • Training: First aid, safety courses
Secure Document Storage
Private, encrypted file storage for sensitive credentials. Only authorized agency admins can view uploaded certificates.
- • Encrypted at rest and in transit
- • Role-based access control
- • Instant upload notifications
Issue & Expiry Date Tracking
Capture both issue and expiry dates for time-sensitive credentials. Date validation ensures data integrity.
- • Optional or required date fields
- • Validation: issue date < expiry date
- • Visual timeline indicators
Visual Status Indicators
Color-coded badges show certificate status at a glance: active (green), expired (red), awaiting approval (yellow), missing (gray).
- • Instant visual compliance overview
- • Status badges on candidate profiles
- • Dashboard compliance summaries
Employment Type Filtering
Apply different certificate requirements based on employment status: locum, contractor, permanent, casual, part-time.
Industry-Specific Compliance Tracking
Pre-configured certificate requirements for common staffing verticals
Healthcare & Medical Staffing
Track AHPRA registrations, specialty qualifications, indemnity insurance, immunization records, and police checks across doctors, nurses, and allied health.
Common Scenarios:
- • AHPRA Registration (mandatory, annual expiry)
- • Professional Indemnity Insurance (mandatory, annual)
- • Working with Children Check (mandatory, 5-year expiry)
- • Immunization Records (mandatory)
- • Specialty Qualifications (classification-specific)
Key Features Used:
- ✓ Medical license/registration tracking
- ✓ Specialty-based matching
- ✓ Hospital credential requirements
- ✓ Automatic AHPRA validation
Example: "We place 50 locum doctors monthly. Hirepad tracks all 300+ active registrations automatically. When an AHPRA registration expires, the doctor is immediately blocked from booking shifts until renewal." — Medical Staffing Agency
Hospitality & Food Service
Track RSA, food safety certificates, allergy awareness training, and right-to-work documents for restaurant and catering staff.
Common Scenarios:
- • RSA (Responsible Service of Alcohol) - mandatory for bar staff
- • Food Safety Certificate - mandatory for kitchen staff
- • Allergy Awareness Training - recommended for servers
- • Right to Work - mandatory for all
Key Features Used:
- ✓ Automatic RSA expiry reminders
- ✓ Role-based certificate requirements
- ✓ Fast onboarding for casual staff
- ✓ Venue compliance protection
Example: "We manage 300+ hospitality workers. Hirepad's automatic RSA tracking eliminated 8 hours weekly of manual spreadsheet work." — Hospitality Staffing Director
Industrial & Construction
Track White Cards, forklift licenses, trade qualifications, high-risk work licenses, and safety inductions.
Common Scenarios:
- • Construction White Card - mandatory, 5-year expiry
- • Forklift License - mandatory for operators, 5-year expiry
- • Trade Qualifications - electrician, plumber, etc.
- • High-Risk Work Licenses - cranes, scaffolding, etc.
- • Site-Specific Safety Inductions - per workplace
Key Features Used:
- ✓ Zero tolerance for expired licenses
- ✓ Site access blocked without valid certs
- ✓ Automatic compliance reporting
- ✓ Client audit trail
Example: "Safety is critical. With Hirepad, we guarantee 100% compliant workers on every site. No expired White Cards, no exceptions." — Industrial Staffing Manager
See Your Entire Compliance Status at a Glance
Dashboard gives you instant visibility into workforce compliance health
Compliance Health Score
Instant percentage showing how many workers are fully compliant
Expiring Soon Alerts
See which certificates are expiring in next 30/60/90 days
Non-Compliant Workers
Instant list of candidates with expired or missing mandatory certificates
Why Teams Choose Hirepad for Compliance
Peace of mind through automated compliance management
Save Hours Every Week
Stop manually checking spreadsheets and chasing candidates for expired certificates. Automated monitoring and reminders handle the heavy lifting.
- ✓Daily automatic expiry checks
- ✓Progressive reminder system
- ✓Instant compliance status visibility
Eliminate Compliance Risk
Never place a non-compliant worker again. Automatic booking blocks and pre-shift checks protect your business and client relationships.
- ✓Automatic booking prevention
- ✓Pre-shift compliance verification
- ✓Real-time status tracking
Keep Candidates Accountable
Progressive reminders and automatic restrictions motivate workers to maintain current certificates without constant manual follow-up.
- ✓8 automated reminder emails
- ✓Escalating urgency levels
- ✓Self-service certificate portal
Scale Without Headaches
Whether you manage 50 or 500 workers, the system handles compliance automatically. No additional admin overhead as you grow.
- ✓Unlimited certificate tracking
- ✓Bulk compliance reporting
- ✓Custom rules per classification
Frequently Asked Questions
Compliance Works Better With...
These features enhance your compliance workflow
Candidate Portal
Self-service portal where workers upload certificates, see expiry dates, and manage their compliance.
Learn more →Shift Scheduling
Automatic pre-booking compliance checks ensure only qualified workers get booked for shifts.
Learn more →Notifications
Automated email and in-app notifications keep candidates and admins informed of certificate status.
Learn more →Ready to Transform YourStaffing Operations?
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