Manage staff licences, permits & certifications digitally
Set mandatory licences, permits and certifications by role, location or individual — then automate tracking, renewal alerts, and mobile uploads. Employees keep their certifications current, and you stay audit-ready with real-time compliance visibility.
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Assign mandatory certificates and permits by role
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Auto alerts for missing or expiring documents
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Staff upload via phone for instant approval
Simple certification tracking for compliant teams
RosterElf automates certificate tracking and sends alerts before documents expire, keeping your workforce compliant without manual follow-ups.
Set requirements
Define mandatory licences and certifications for each role, site or team. The system flags non-compliant staff automatically.
Staff upload documents
Employees photograph and upload certificates from their phone. HR reviews and approves with expiry date tracking.
Automated alerts
Receive proactive reminders before certificates expire. Colour-coded dashboards show compliance status at a glance.
Assign mandatory licences, permits and certifications
Ensure every employee meets compliance standards
RosterElf lets you define and enforce the exact licences, certifications, and permits required for each role, site, or team.
Whether it's an RSA, food handling, trade licence, or WHS induction, you'll know instantly who's qualified — and who's not.
Employees upload and manage documents from any device
Mobile uploads make compliance effortless
Employees can upload or update their certificates, permits, or licences straight from their phone into their personal HR Hub.
No more paper trails or lost emails — just a simple tap, photo, and submit.
Stay ahead of expiring or missing certifications
Help avoid missing compliance deadline again
RosterElf automatically tracks document expiry dates and sends proactive alerts to both employees and managers when certificates are missing, nearing expiry, or already expired.
Avoid OHS issues once and for all.
View, manage and report on certification status
Real-time insights for HR and management
RosterElf gives you clear oversight of who's compliant, what's missing, and when renewals are due.
Generate exportable reports for audits, insurers, or internal reviews in seconds.
Benefits of digital certification management
Easy digital collection
Staff upload certificates from their phone. No more chasing paperwork or managing physical files.
Expiry reminders
Automated alerts prevent missed renewals. Staff and managers get notified before documents expire.
Secure cloud storage
All documents stored securely in the cloud. Access certificate history anytime, from anywhere.
Role-based enforcement
Define mandatory qualifications by role. Only compliant staff can be rostered for specific positions.
Onboarding integration
Collect certifications during onboarding. New hires arrive with documents already verified.
Connected HR workflow
Certification data flows into rostering, payroll and HR. One system for complete workforce compliance.
Certification data flows into rostering and compliance
Certificate status automatically syncs with the RosterElf rostering and HR features — ensuring only qualified staff are scheduled and compliance is maintained.
What is licence and certification management software?
Licence and certification management software is a digital platform that tracks employee qualifications, certifications, and compliance documents. It automates expiry tracking, sends renewal reminders, and ensures only qualified staff are scheduled for roles requiring specific licences. This eliminates manual spreadsheet tracking, reduces compliance risk, and keeps your organisation audit-ready at all times.
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Frequently asked questions
- You can track any type of workplace licence, certification, or permit including RSA certificates, food handling licences, trade qualifications, WHS inductions, First Aid certificates, Working with Children Checks, and industry-specific credentials. The system is fully customisable to match your compliance requirements.
- Employees can photograph and upload certificates directly from their mobile phone through the HR Hub. They simply take a photo, select the certificate type, add the expiry date, and submit for approval. It takes less than a minute.
- Yes. You can assign mandatory certifications by role, location, or individual employee. For example, bar staff might require RSA, while kitchen staff need food handling certificates. The system automatically flags anyone who doesn't meet their role's requirements.
- RosterElf sends automated alerts to both the employee and their manager before certificates expire. You can set custom reminder timeframes (e.g., 30 days before expiry) to ensure staff have time to renew before their certification lapses.
- Certificate status syncs with rostering software, so the system can prevent you from scheduling staff in roles they're not qualified for. This ensures every shift is compliant and reduces the risk of workplace violations. Use rostering reports to identify coverage patterns for qualified staff.
Learn how to get the most from this feature
Step-by-step guides to help you master these workflows
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Join 30,000+ Australian businesses using RosterElf to manage staff certifications and compliance. Designed for Australian businesses.