Track certificates and their expiry

Certificates come in two scopes and they behave differently. Personal certificates are the qualifications a pilot holds, and each pilot manages their own at /my-certificates. Organisation certificates are what the company holds — insurance, operational authorisation — and they live at /organization/certificates alongside a read-only view of everybody’s personal ones.

Before you start

Anyone can use /my-certificates; it is in the sidebar for everyone.

The organisation register needs a Pro plan or above. Without it the page reads Organisation certificates are not included in your current plan. On top of that:

• Manage org certificates lets you create and edit certificates for other people, and edit certificate templates.
• View all certificates is the weaker read-only alternative — you see everyone’s certificates on the calendar and can open them, but the verbs are hidden.

Steps

1. Add your own qualifications

   Open My Certificates in the sidebar (/my-certificates) and select Add.

   Flyer-ID, A2 CofC and UK GVC are built-in certificate types — there is nothing to set up first. Pick the type, and the form shows the fields that type needs. Attach the PDF, set the issue and expiry dates, and save.

2. Add the company's certificates

   Open OrganizationCertificates (/organization/certificates). Select Add, then choose Organisation certificate.

   The built-in company types are Operational Authorisation, Operator Insurance and Operator ID. Add each with its document and expiry date.

3. Add a certificate on someone else's behalf

   From the same Add menu, choose Employee certificate and pick the person. Needs Manage org certificates.

   If the certificate is something the employee should not see — a company-held record about them — switch on Hide from employee. It then stays off their My Certificates page.

4. Read the register

   Both pages use the same workbench. A stat band across the top counts Total, Active, Expiring and Expired, and each figure is a filter — select Expiring to narrow the list to just those.

   Selecting a row opens the detail pane with the document, its fields, its renewal history and the verbs to edit, renew or delete it.

Options

How expiry is calculated

A certificate’s status is derived from its expiry date and nothing else:

Status	When it applies
Active	Expiry is more than 30 days away
Expiring	Expiry is within the next 30 days
Expired	The expiry date has passed
Revoked	Withdrawn by the issuer
Cancelled	Withdrawn by you

Seeing what lands when

The workbench has two views behind a toggle in its header: Register — the working list — and Calendar, which plots every expiry date on a month grid so you can see a cluster of renewals coming before it arrives.

Narrow either view with the Expiry filter: Expiring in 30 days, Expiring in 90 days, Expiring this month, Already expired or No expiry date. On the organisation register you also get Org and People scope filters and a per-employee filter.

Where else expiry shows up

• Home. The Expiring Certs readout counts them and turns amber; selecting it opens the organisation register.
• Readiness. A lapsed pilot qualification is a finding against the affected job, at the severity the rule defines.
• Renewal. Renewing a certificate keeps the old one in the record’s renewal history rather than overwriting it, so the audit trail stays intact.

Troubleshooting

The Certificates entry is missing from the sidebar. It needs both Manage org certificates and a Pro plan. View all certificates on its own is enough to open the page by URL but not to see the sidebar entry.

A certificate you added for someone is not on their page. Check whether Hide from employee was left switched on.