Certificates expire whether or not anyone is watching. The register puts the dates somewhere the whole team can see and warns you early enough to book the inspection.
Adding a certificate
Operations Hub → Compliance Certs. Record the Certificate Name, the Issued and Expiry dates, and the provider.
Certificate documents
Attach the certificate itself under Certificate Documents — you can hold several Files against one record, which is what you want when an inspection produces a certificate plus a remedial actions schedule.
Files are stored against the record on the server, not in the browser of whoever uploaded them. Everyone with access sees the same documents, and they survive a new laptop.
Statuses
Valid, Expiring Soon, Expired. Total Certs and the due-status filters give you the position at a glance.
Expiry warnings
Settings → Email → Notifications → Compliance expiry warning sets how many days before expiry the warning starts, up to a year. Set it wide enough that you can actually get a contractor booked — an expired certificate cannot be fixed retrospectively.
Raising the renewal as work
Raise renewal task turns a certificate coming up for expiry into a maintenance task in the Operations Hub, with an assignee and a due date. It then picks up the normal reminder chain and chases until it is done.
This is the step that closes the loop: a warning tells you something is expiring, a task makes it somebody's job.
Compliance categories
Compliance Categories are yours to shape — Rename or Remove them so the register matches how your building is actually inspected rather than a generic list.
What to load
At minimum, for a UK commercial building:
- Gas safety certificate
- EICR (fixed wiring)
- PAT testing records
- Fire risk assessment, plus fire alarm and emergency lighting test records
- Legionella / water risk assessment
- Lift inspection (LOLER), if you have one
- Public liability and buildings insurance
Load the expired ones too, marked as expired. A register that only shows what's current hides the gap you most need to see.