Staff qualifications

Track staff qualifications, certifications, and expiry dates to keep your team compliant.

Sailia lets you track qualifications and certifications for your staff members. You can record qualification details, set expiry dates, and automate reminders so nothing slips through the cracks.

How qualifications work

Each staff member’s profile can hold multiple qualifications. A qualification represents any certification, license, or training record that your business needs to track — such as first aid certificates, instructor qualifications, or DBS checks.

Each qualification record includes:

Field	Description
Qualification name	The name of the certificate or license
Issue date	When the qualification was granted
Expiry date	When the qualification expires (if applicable)
Status	Active or expired, based on the expiry date

Adding a qualification

1. Open the staff member's profile

   Navigate to the staff section and select the team member you want to update.

2. Go to qualifications

   Open the qualifications section of their profile.

3. Add a new qualification

   Enter the qualification name, issue date, and expiry date. If the qualification does not expire, leave the expiry date blank.

4. Save

   Save the qualification. It now appears on the staff member’s profile and is tracked for expiry.

Expiry tracking

Sailia automatically tracks qualification expiry dates. When a qualification’s expiry date passes, it is marked as expired on the staff member’s profile.

To stay ahead of expiring qualifications, set up an automated workflow using the Qualification expiry trigger. This lets you:

• Send a reminder to the staff member a set number of days before their qualification expires
• Notify an admin or manager when a team member’s qualification is due for renewal
• Send a follow-up after the qualification has lapsed

See the qualification triggers reference for available merge fields.

Managing qualifications

From a staff member’s profile, you can:

• View all qualifications — see active and expired qualifications at a glance
• Edit a qualification — update the name, dates, or add notes
• Remove a qualification — delete records that are no longer relevant

Review qualifications regularly — especially before busy seasons — to ensure all staff have valid certifications for the activities they are assigned to.

Best practices

• Set up expiry workflows early — configure automated reminders as soon as you add qualifications so you never miss a renewal
• Be specific with names — use consistent naming (e.g., “First Aid Level 3” rather than “First Aid”) so qualifications are easy to search and filter
• Track all relevant certifications — include both legally required and business-specific qualifications
• Keep records current — update qualifications promptly when staff complete renewals

Related guides

Staff management

Add staff members and manage their profiles.

Automated workflows

Set up expiry reminders and other automated communications.

Workflow triggers

Complete reference of all workflow triggers including qualification events.