Licence Tracking
Track staff licences and certifications to ensure compliance and get alerts before they expire. This is essential for driver licences, forklift tickets, White Cards, and other required credentials.
Why Track Licences
Compliance — Ensure staff are legally qualified
Safety — Only qualified people operate equipment
Expiry alerts — Never miss a renewal
Audit readiness — Have records when needed
Common Licence Types
Licence |
Required For |
|---|---|
Driver Licence |
Operating company vehicles |
HR/HC/MC Licence |
Heavy vehicle operation |
Forklift Licence (LF) |
Operating forklifts |
EWP Licence |
Elevated work platforms |
White Card |
Construction site access |
First Aid Certificate |
Workplace first aid |
Adding a Licence
Open the staff profile
Go to Licences tab
Click "Add Licence"
Select licence type
Enter licence number
Set expiry date
Upload document image (optional but recommended)
Save
Licence Details
Required vs Optional
✓ Required
Licence Type
Expiry Date
○ Optional
Licence Number
Issue Date
Issuing Authority
Document Upload
Notes
💡
Tip: Upload a photo or scan of the actual licence. This makes verification quick and provides backup if the physical card is lost.
Expiry Alerts
CloudRent Pro sends alerts before licences expire:
Alert |
When |
Who Receives |
|---|---|---|
30-day warning |
30 days before expiry |
Admin/Manager + staff member |
7-day warning |
7 days before expiry |
Admin/Manager + staff member |
Expired alert |
On expiry date |
Admin/Manager |
Configure alert timing in Settings → Notifications.
Viewing Licence Status
On Staff Profile
Each licence shows:
Type and number
Expiry date
Status (Valid, Expiring Soon, Expired)
Licence Report
Go to Staff → Licences
View all licences across all staff
Filter by:
Licence type
Expiry status (Valid, Expiring, Expired)
Staff member
Renewing a Licence
When staff renew their licence:
Open staff profile
Find the licence
Click "Update"
Enter new expiry date
Upload new document if available
Save
The licence history is preserved for audit purposes.
Custom Licence Types
Add licence types specific to your industry:
Go to Settings → Licence Types
Click "Add Type"
Name the licence type
Set default alert timing
Save
ℹ️
Note: Common licence types are pre-configured. Only create custom types for industry-specific certifications not already listed.
Job Assignments and Licences
When assigning staff to jobs, CloudRent Pro can check licence requirements:
Warning if required licence is expired
Filter eligible staff by licence type
⚠️
Warning: Never assign staff to work requiring a licence they don't have or that has expired. This creates serious legal and safety risks.
Tips for Licence Tracking
📝 Capture Everything
Record all licences, even if not legally required. Better to have the record.
💰 Act on Alerts
Don't ignore expiry warnings. Start renewal process immediately.
📂 Keep Documents
Upload copies of all licence documents. Cloud storage beats filing cabinets.
🎯 Regular Reviews
Run the licence report monthly to catch any gaps.