How to track employee certifications
A complete guide to tracking qualifications, licences, and certifications to support compliance and only roster qualified staff. Links to rostering software with built-in qualification tracking.
Written by
Georgia Morgan
General information only – not legal advice
This guide provides general information about tracking employee certifications and qualifications in Australia. It does not constitute legal, HR, or professional advice and should not be relied on as a substitute for advice specific to your business, workforce, or circumstances.
Why track employee certifications?
Many roles require specific qualifications, licences, or certifications to perform legally and safely. Rostering unqualified staff can result in regulatory fines, insurance issues, and safety incidents.
A systematic approach to tracking certifications supports compliance, supports workforce planning, and protects your business from the risks of non-compliance.
6 steps to employee certifications tracking
Follow this process to establish effective certification tracking.
Identify required certifications
Determine which qualifications and certifications are required for each role in your business.
Tips:
- Review legal requirements (licences, tickets, certificates)
- Check industry standards and award requirements
- Identify role-specific requirements vs company-wide requirements
- Include both mandatory and preferred qualifications
Create a certification register
Build a central database to track all employee qualifications, certifications, and expiry dates.
Tips:
- Include: employee name, certification type, issue date, expiry date, issuing body
- Use spreadsheet software or dedicated HR/rostering software
- Assign a unique reference for each certification
- Include status field (current, expiring soon, expired)
Collect and verify certifications
Gather copies of all relevant certifications and verify their authenticity.
Tips:
- Request copies during onboarding and when certifications are renewed
- Verify with issuing bodies for high-risk certifications
- Check licence numbers against official registers where available
- Store digital copies securely with access controls
Set up expiry alerts
Create a system to notify you and employees before certifications expire.
Tips:
- Set alerts at 90, 60, and 30 days before expiry
- Assign responsibility for following up renewals
- Include certification expiry in regular reporting
- Use calendar reminders or automated alerts in your HR system
Link certifications to rostering
Ensure only qualified staff are rostered for shifts requiring specific certifications.
Tips:
- Tag shifts with required certifications
- Block rostering of unqualified staff to restricted shifts
- Use rostering software that checks qualifications automatically
- Review rosters before publishing to confirm compliance
Maintain and audit regularly
Keep the register up to date and conduct regular audits to support compliance.
Tips:
- Update the register immediately when certifications are renewed
- Remove employees when they leave or certifications expire
- Conduct quarterly audits to identify gaps
- Document audit findings and corrective actions
Track certifications automatically
RosterElf alerts you before licences and certifications expire, preventing compliance gaps. Built for Australian small businesses.
Certifications by category
Common certifications you may need to track, with typical expiry periods.
Safety & compliance
| Certification | Typical Expiry | Common Industries |
|---|---|---|
| RSA (Responsible Service of Alcohol) | 1-5 years (varies by state) | Hospitality, retail, clubs |
| RCG (Responsible Conduct of Gambling) | 5 years | Clubs, hotels, casinos |
| Food Safety Certificate | 3-5 years | Hospitality, aged care, childcare |
| First Aid Certificate | 3 years | All industries |
| White Card (Construction Induction) | No expiry (but states vary) | Construction |
Licences & tickets
| Certification | Typical Expiry | Common Industries |
|---|---|---|
| Forklift Licence (LF) | 5 years | Warehousing, manufacturing, retail |
| Security Licence | 1-5 years (varies by state) | Security |
| Working with Children Check | 5 years | Childcare, education, healthcare |
| NDIS Worker Screening | 5 years | Disability services, aged care |
| Driver Licence (various classes) | 1-10 years | Transport, delivery, logistics |
Healthcare & aged care
| Certification | Typical Expiry | Common Industries |
|---|---|---|
| AHPRA Registration (Nurses, etc.) | Annual | Healthcare |
| Manual Handling Certificate | Recommended every 2-3 years | Aged care, healthcare, warehousing |
| Medication Administration | Varies | Aged care, disability services |
| CPR Certificate | Annual | All industries |
Expiry periods vary by state and may change. Always check with the relevant issuing authority.
How to track certifications
Compare different approaches to certification tracking.
Spreadsheet
Pros:
- Free/low cost
- Flexible
- Easy to set up
Cons:
- Manual updates required
- No automatic alerts
- Risk of errors
- Doesn't link to rostering
Best for: Small businesses with few certifications
HR software
Pros:
- Centralised employee data
- May include expiry alerts
- Audit trail
Cons:
- May not link to rostering
- Additional cost
- Learning curve
Best for: Businesses with HR systems already in place
Rostering software
Pros:
- Links certifications to shifts
- Blocks unqualified rostering
- Real-time compliance
Cons:
- Requires rostering software
- May need initial setup
Best for: Shift-based businesses with certification requirements
Dedicated compliance software
Pros:
- Purpose-built for compliance
- Automatic verification
- Detailed reporting
Cons:
- Higher cost
- May be overkill for small businesses
Best for: Highly regulated industries (healthcare, construction)
Compliance risks to avoid
These risks can result in fines, insurance issues, and safety incidents.
Rostering unqualified staff
Consequence: Regulatory fines, insurance invalidation, safety incidents, criminal liability
Prevention: Link certifications to rostering. Block shifts requiring qualifications the employee doesn't hold.
Expired certifications
Consequence: Non-compliance, inability to work, operational disruption
Prevention: Set automated alerts. Review expiring certifications monthly. Support employees with renewal.
Fraudulent certifications
Consequence: Safety risks, regulatory penalties, reputational damage
Prevention: Verify high-risk certifications with issuing bodies. Check official registers.
Poor record keeping
Consequence: Unable to demonstrate compliance during audits or inspections
Prevention: Maintain centralised register. Store copies of all certifications. Document verification.
Frequently asked questions
- Track all certifications that are: legally required for the role (e.g., RSA, security licence, WWCC), required by your industry or awards, required for insurance purposes, or required by your business policies. Start by listing all roles and identifying the mandatory and preferred qualifications for each.
- For high-risk certifications, verify directly with the issuing body. Many have online verification portals (e.g., state RSA registers, AHPRA for health professionals, NDIS Commission for worker screening). For lower-risk certifications, checking the certificate details and contacting the training provider may be sufficient.
- They cannot perform work requiring that certification until it's renewed. Remove them from relevant shifts, provide support for renewal (time off, funding if appropriate), and document the gap. Some certifications have grace periods, but don't rely on these - plan renewals before expiry.
- It depends on the certification and your agreement with the employee. Some awards require employers to pay for certain training. For certifications required for the role, it's common (but not always mandatory) for employers to cover costs. Check your award and employment contracts.
Regulatory sources
Verify certifications through official state registers and issuing bodies.
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