Who it is for
- Teams collecting staff certificates
- Managers reviewing submitted evidence
- Organisations preparing audit records
Training evidence and certificate tracking: Know which records have proof, which need review and which are still missing
Request, receive and review certificates or other evidence beside the person and requirement they support, then govern accepted documents in the Training Evidence Vault.
14-day free trial. No card required.
Can you explain the evidence behind each status?
Where is the latest document?
Certificates arrive through inboxes, phones and shared folders, leaving several possible copies.
Has anyone reviewed it?
An uploaded file can be mistaken for accepted proof when no decision or reviewer is recorded.
Which requirement does it support?
A document vault alone does not explain the person, training item, registration or date it relates to.
What changes with SkillProof.
Spreadsheets, folders and inboxes
- Files are named inconsistently across inboxes and folders.
- An upload is treated as accepted even when nobody reviewed it.
- Evidence is difficult to match to the correct person and requirement.
- Rejected or missing proof disappears from the follow-up list.
With SkillProof
- Send controlled evidence requests and retain the request status.
- Keep uploads linked to the relevant person and workforce record.
- Record internal approval or rejection and surface unresolved evidence for action.
- Govern accepted evidence through owners, categories, review and retention dates, replacement versions, version history and soft archive controls.
How it works
From evidence request to review decision
Every step works from the records SkillProof already holds, so nothing is copied into another tracker.
Book a demo- Request the missing proofSend and track a controlled evidence request without relying on a separate email chain.
- Keep the accepted document governedLink submitted evidence to the staff member and requirement it supports, then retain document ownership, category, review, retention and version history in the Training Evidence Vault.
- Record the internal reviewApprove or reject the submission, retain its status and keep unresolved evidence visible for follow-up.
What your team gets in SkillProof.
Built for
- Compliance administrators
- Managers
- Employees
Evidence requests, uploads and the core review workflow are included from Starter.
Evidence RequestsAsk the right person for missing proof without relying on email threads.
Evidence UploadsStaff can upload certificates or supporting documents where they have access.
Review statusTrack whether evidence is missing, uploaded or approved where review is enabled.
Training Evidence VaultGovern accepted documents with owners, categories, review and retention dates, immutable versions, replacement history and soft archive controls.
Review product scope and full workflow detail
Everything in this workflow
- Certificate tracking
What this workflow covers
Evidence tracking should preserve more than a filename. SkillProof records the request, upload, evidence status and internal approval or rejection beside the relevant workforce record. Its Training Evidence Vault adds owners, categories, review and retention dates, immutable version history, replacement versions and soft archive controls on every plan. Retention dates prompt review; they do not delete files automatically. Approval records your organisation's review, not issuing-body authentication or external certification.
SkillProof in brief
SkillProof keeps certificates and other workforce evidence connected to the person, requirement and review status they support.
What it tracks
- Evidence requests and uploads
- Missing, supplied and review status
- The staff or training record supported
Scope and boundaries
- It does not issue certificates
- It does not approve evidence automatically
- It does not replace organisational review
Why organisations replace spreadsheets
Evidence stays beside the record instead of being matched back from filenames, shared folders and email chains.
Training and LMS context
SkillProof includes a governed LMS for creating, assigning, completing and reviewing internal learning alongside workforce compliance records. Organisations can also retain completions, evidence and renewal dates from external training providers and learning systems. It is not an accredited training provider, an included course marketplace or a universal content-led LMS.
Workflow fit and product boundaries
- Best for
- teams where a completion date is not enough without supporting evidence
- Primary job
- Keep evidence status, review decisions and renewal dates attached to the right workforce record.
- Different from
- Training record pages cover the wider process; this page owns the proof, certificate and evidence-review workflow.
Questions about Evidence & Certificate Tracking
The key points teams usually need before choosing this workflow.
Still tracking training in a spreadsheet?
Send us your training matrix and we will show what reminders could be automated.
Book a demoWhat is training evidence software?
Training evidence software keeps certificates and other proof linked to the person, requirement or training record they support. It should also show whether evidence is missing, supplied or still needs review.
Can staff upload certificates?
Yes. Staff can upload evidence where your organisation invites them to use the portal.
Is evidence linked to training records?
Evidence can be linked to the relevant staff or training record so proof is easier to review.
Can managers request missing evidence?
Yes. Evidence requests help managers ask staff for missing proof and keep the follow-up visible.
Related workflows and guidance
Open the next relevant workflow or guide when you need more detail.
Follow one piece of evidence from request to decision
Start with test data and see how missing, uploaded, approved and rejected evidence stays connected.
14-day free trial. No card required.