Track staff licences and certifications for UK compliance
Set mandatory UK licences and certifications by role — Personal Licences, DBS checks, CSCS cards, food hygiene certificates, SIA badges — then track expiry dates, receive visibility on upcoming lapses, and manage mobile uploads. Stay audit-ready across every location.
-
Track Personal Licences, DBS, CSCS, SIA, food hygiene and more
-
Assign mandatory licences by role or location
-
Expiry dates tracked with visibility for managers to act before certificates lapse
-
Clear visibility of who holds current UK licences across your team
Simple UK certification tracking for compliant teams
RosterElf streamlines certificate tracking and surfaces upcoming lapses, giving managers the visibility to keep your workforce compliant. Part of our complete HR software suite.
Set requirements
Define which UK licences (Personal Licence, DBS, CSCS, SIA, food hygiene) are mandatory per role. The system flags non-compliant staff automatically.
Staff upload documents
Employees photograph and upload their UK certificates and licences from their phone. HR reviews and approves with expiry date tracking.
Automated alerts
Colour-coded dashboards show compliance status at a glance, giving managers visibility of upcoming certificate lapses before they become a compliance issue.
Every UK industry licence — tracked in one place
Track the licences that matter for your sector
RosterElf lets you define and enforce the exact licences, certifications, and permits required for each role, site, or team — using UK-specific credential types:
- Hospitality: Personal Licence (Licensing Act 2003), food hygiene certificate (Level 2 Award — FSA)
- Construction: CSCS card (Labourer, Skilled Worker, Supervisor — expires every 5 years)
- Security: SIA badge (Security Industry Authority — mandatory, expires every 3 years)
- Healthcare, childcare, education: DBS checks (Basic, Standard, Enhanced — best practice refresh every 3 years)
- Transport: HGV/LGV driving licences, driver CPC qualification (35 hours periodic training every 5 years)
Employees upload and manage documents from any device
Mobile uploads make compliance effortless
Employees can upload or update their UK certificates, licences, and permits straight from their phone into their personal HR Hub — photograph their CSCS card, food hygiene certificate, or SIA badge, select the type, add the expiry date, and submit for HR approval.
No more paper trails, lost emails, or chasing staff to bring documents into the office. All certificates are stored securely in digital HR records with full UK GDPR compliance.
Never miss a UK licence renewal again
Proactive alerts before licences lapse
RosterElf tracks expiry dates across your team, giving managers visibility of upcoming lapses before they become compliance issues. Colour-coded dashboards surface certificates that are missing, nearing expiry, or already expired — so nothing slips through.
Scheduling an unqualified or unlicensed employee in a regulated role carries real legal and reputational risk. Tracking expiry dates in RosterElf gives managers the visibility to act before a lapse becomes a compliance issue.
Benefits of digital UK certification management
Easy digital collection
Staff upload UK licences from their phone. No more chasing paperwork or managing physical copies of CSCS cards or food hygiene certificates.
Expiry visibility
Managers can see upcoming certificate lapses and take action before staff are rostered in regulated roles.
UK GDPR-compliant secure storage
All documents stored securely under UK GDPR and DPA 2018. Access certificate history and audit logs anytime, from anywhere.
Role-based tracking
Assign mandatory certifications by role so managers can see at a glance which staff meet requirements for regulated positions.
Onboarding integration
Collect UK licences during onboarding. New hires arrive with DBS and food hygiene certificates already verified.
HSE-ready compliance records
Full audit trail of who holds which licences and when they were verified — essential for HSE inspections and Licensing Act compliance reviews.
Licence tracking connected to your HR and rostering
Certificate data flows across RosterElf so compliance is enforced everywhere — not just in the HR system.
Rostering enforcement
Licence data feeds directly into staff rostering. Managers can see employees with expired or missing licences, helping ensure only qualified staff are scheduled for regulated roles.
Onboarding sync
Collect Right to Work documents and UK licences during employee onboarding. New hires arrive fully verified from day one.
Digital HR records
All certificates stored in digital HR records — UK GDPR-compliant, accessible for audits, and retained according to legal schedules.
What is licence and certification management software?
Licence and certification management software is a digital platform that tracks employee qualifications, certifications, and compliance documents specific to their role and industry. In the UK, this includes Personal Licences (Licensing Act 2003), DBS checks, CSCS cards, SIA badges, food hygiene certificates, and HSE-required training records. The software tracks expiry dates and certification status, giving managers visibility to ensure qualified staff are scheduled for regulated roles — eliminating manual spreadsheet tracking, reducing compliance risk, and keeping your organisation audit-ready. As part of RosterElf HR Hub, licence data integrates directly with rostering for real-time compliance enforcement.
Explore related features
Discover other RosterElf features that work great together
Learn how to get the most from this feature
Step-by-step guides to help you master these workflows
Start your free 15 day RosterElf trial today
Join thousands of UK businesses using RosterElf to manage staff licences and stay audit-ready.
Certification and compliance guides for UK businesses
Learn more about managing UK licences, compliance requirements, and HR best practices.
Digitising employee records to reduce admin overhead
Reduce admin time and risk by digitising employee records. Practical guide for businesses moving from paper to digital HR management.
Read article
HR KPI review for better workforce decisions
Use HR KPIs to support better workforce decisions. Review turnover, retention, and compliance metrics to set targets.
Read article
HR compliance basics for small businesses
A practical guide to HR compliance for small employers. Covers essential record-keeping, documentation, and common compliance gaps.
Read articleUK licence and certification FAQs
- You can track any UK workplace licence, certification, or permit including: Personal Licences (Licensing Act 2003 — required for designated premises supervisors selling alcohol), DBS checks (Basic, Standard, Enhanced), CSCS cards (Construction Skills Certification Scheme), food hygiene certificates (Level 2 Award in Food Safety — recommended every 3 years), SIA badges (Security Industry Authority — required for security staff), HGV/LGV licences, first aid certificates, and any industry-specific qualifications. The system is fully customisable to your compliance requirements.
- Under the Licensing Act 2003, premises selling alcohol must have a Designated Premises Supervisor (DPS) who holds a valid Personal Licence. Personal Licences are granted by local authorities and require passing the Award for Personal Licence Holders (APLH) qualification. They don't expire, but DPS appointments can change — RosterElf lets you track which employees hold Personal Licences and their DPS status against premises.
- RosterElf lets you assign DBS check requirements by role (Basic, Standard, or Enhanced) and track the status of each employee's DBS certificate. Upload certificate numbers, issue dates, and clearance levels. While DBS certificates don't have a fixed expiry, best practice in most regulated sectors is to refresh every 3 years — RosterElf tracks expiry status and surfaces upcoming lapses in the manager dashboard so renewals can be monitored.
- The CSCS scheme has multiple card types: Labourer (Green), Skilled Worker (Blue), Technically Skilled (Gold), Supervisory (Black), and Manager (White). Each expires every 5 years. RosterElf tracks card type, expiry date, and renewal status — giving managers visibility to ensure only current CSCS card holders are scheduled in construction roles.