Track certifications, expiry dates and renewal owners
Keep employee certifications and business certificates in one register. Record the holder, issuer and expiry date, attach the certificate, and assign someone to handle renewal. Lapsewise sends advance reminders so the team can book training, request evidence or arrange an inspection while there is still time. Start free with 5 records.
Free plan available. No credit card required.
Master Electrician Certificate
CERT- 60 daysPriya Nair, Marcus Bell
- 30 daysPriya Nair, #field-ops
- 7 daysMarcus Bell
Why a spreadsheet is not enough
When certificates are scattered across folders and inboxes, it is hard to answer a simple question: whose qualification expires next, and who is arranging the renewal? A date in a register is useful only when someone owns the next action.
A spreadsheet can work for a small register, and calendars can send advance reminders. As the register grows, someone still has to keep the dates, responsible people and latest certificate files in sync.
Lapsewise brings those details together. Review what is due, follow up with the responsible person, and replace the old document when a renewal is confirmed. Tracking supports your process; it does not certify compliance or issue credentials.
Everything in one place
Set the expiry and Lapsewise computes status and schedules reminders automatically, turning amber and red as the date nears.
Record who issued the certificate and classify it (safety, quality, IT, medical and more) for fast filtering and reporting.
Track equipment inspections, staff training renewals and accreditations alongside formal certifications.
Store the renewal fee so you can budget for the certifications coming due this quarter.
The board and runway show exactly which certificates are active, expiring soon, or need action before the next audit.
Attach the current certificate in private workspace storage so reviewers can check the evidence alongside its dates. Confirm that the document covers the person, activity or site you need.
Powered by the Lapsewise renewal engine
The same engine that tracks certifications, contracts and grants.
See what is coming up across every record, sorted by urgency, on a single calm dashboard.
Email, SMS and Slack reminders fire in each person's own timezone, days before the deadline.
Drop the PDF onto the record. The file lives in private per-workspace storage, ready when you need to prove it.
Upload a document and AI extracts the dates, type and parties. You confirm, it fills the record.
Who it is for
Employee certification tracking, ISO certificates and COIs
Employee certifications
First aid, forklift, food hygiene, safeguarding and trade cards, one record per person per certificate. HR sees who is current, the employee's manager gets the reminder, and the proof is attached for the next inspection.
How to track certifications across a teamBuild a certificate expiry register
Start with a practical register that records the holder, issuer, expiry date, renew-by date and certificate PDF. It gives a small team a clear process before the portfolio needs dedicated reminders.
How to track certificate expiry datesFirst aid and CPR cards
Use the expiry date and renewal requirements given by the training provider. Track each card against its holder and allow enough lead time to book the required refresher course.
Track first aid certificate expiryFood handler cards
Kitchen and front-of-house staff each carry a card with its own expiry, and a health inspector can ask to see them. One record per card, with a copy attached, keeps every site ready.
Food handler card trackingISO 9001, 27001 and 14001
Record the certificate expiry supplied by your certification body. Track surveillance audits as separate inspection records when they have their own deadlines, and keep the latest certificate available for review.
Track ISO expiry and surveillance auditsInsurance certificates (COIs)
Store each certificate of insurance against the relevant vendor and policy end date. Request updated evidence before renewal, and have the responsible person check that the policy meets your requirements.
Insurance and COI trackingCertificate alerts for a whole site
Fire, gas, electrical and lift certificates for a building or a portfolio of sites, each with the contractor who renews it. The site manager sees what is due before the next inspection visit.
Certificate alert and tracking systemChoose the right certificate tracking workflow
A spreadsheet or calendar can be enough for a small register. Dedicated tracking becomes useful when dates, ownership and evidence need to stay together.
| Spreadsheet | Calendar | Lapsewise | |
|---|---|---|---|
| Expiry register | Rows and date columns | Events on a calendar | Certificate records with status |
| Advance reminders | Add an automation or review routine | Configure event notifications | Default 60 / 30 / 7 / 0-day schedule |
| Certificate evidence | Keep a file link in each row | Attach or link supporting files | Private document on the record |
| Renewal responsibility | Maintain an owner column | Coordinate with invitees | Assigned record owner and recipients |
| Review what is due | Maintain filters and formulas | Review upcoming events | Runway and board across record types |
Pricing
Free includes 5 records total across all modules, 1 user, document storage and email reminders. Pro is $29/month or $290/year per workspace for unlimited records and up to 20 users, plus CSV import, Slack reminders, AI document parsing and analytics. SMS uses your own Twilio account and its separate usage charges. Prices exclude VAT.
See the plansFrequently asked questions
What should a certificate expiry register include?
Start with one record per person or organization per certificate. Record the holder, certificate name or number, issuing body, expiry date, renewal owner and current document. Use the expiry stated by the issuer. In your renewal process, allow time to book training or inspections, then verify the replacement evidence before updating the date.
How do we move from a spreadsheet?
Start with the certificates that expire next. Check each date against the original document, assign a renewal owner and attach the evidence. Try 5 records on Free. Pro includes CSV import for a larger register; review the imported dates and recipients before relying on reminders.
Is Lapsewise certification management software?
Lapsewise is certification tracking software for organizations that hold certifications. It records who holds each one, the issuer, the expiry date and the certificate file, and reminds the owner before it lapses. Credentialing bodies that run exams and issue certificates use a different kind of certification management software.
What is a certificate management system?
A certificate management system is software that records every certification, inspection and accreditation an organization holds, tracks each expiry date, stores the certificate document, and reminds the responsible person before one lapses. Lapsewise does this with the issuing organization, category, renewal cost and PDF on each record, so reviewers can find the current evidence and outstanding renewals.
Is this certification management software for employees or for the business?
Both. One record per certificate works for a person's first aid card and for the company's ISO 9001 certificate alike. Assign an owner, and that person gets the reminders. HR, operations and compliance see the whole register in one view.
How does Lapsewise remind me before a certificate expires?
The default schedule sends email reminders at 60, 30, 7 and 0 days before expiry. You can adjust the workspace schedule and choose recipients. Pro adds Slack and SMS through your own Twilio account. Set a lead time that leaves room for training, paperwork and review.
Does it handle SSL or PKI certificates?
Business and professional certifications are the focus of this module. SSL certificates and domain renewals have their own Domains module in the same workspace, with a live expiry lookup.
What about licenses and permits?
Operating, professional and business licenses have a dedicated module, as do permits. If you mainly track permissions to operate or practice, see the license tracking page. Everything lives in the same dashboard.
How much does it cost?
Free includes 5 records total and 1 user. Pro is $29/month or $290/year per workspace, with unlimited records and up to 20 users. SMS requires your own Twilio account and separate usage charges. Prices exclude VAT.
Track more than certification tracking software
Never let it lapse
Keep employee certifications and business certificates in one register. Record the holder, issuer and expiry date, attach the certificate, and assign someone to handle renewal. Lapsewise sends advance reminders so the team can book training, request evidence or arrange an inspection while there is still time. Start free with 5 records.