CertsHQ is a compliance tracking system for field service companies that replaces scattered spreadsheets and folders with a centralized platform to manage certifications, licenses, and compliance documents. It stores all records in one place, automatically tracks expiration dates, and generates audit-ready reports, eliminating last-minute scrambles when customers or inspectors ask for proof.
What is CertsHQ?
CertsHQ is a web-based certification management platform for field service companies. It takes as input technician certificates (uploaded as PDFs or photos), license records, and team data imported via CSV, and produces expiration alerts, compliance reports, and a centralized repository that stays accurate as your team changes. The system is accessible at app.certshq.com and requires no complex setup — you can upload documents and begin tracking in minutes.
Key Features
- Everything in One Place — All certifications, licenses, and compliance documents are stored in a single system instead of scattered across emails, folders, and spreadsheets.
- Expiration Tracking — CertsHQ automatically monitors expiration dates and highlights what’s current, expiring soon, or missing, so you know before a customer or auditor flags it.
- Simple Document Uploads — Upload PDFs or photos of certificates; the system extracts key details (e.g., expiry date, technician name) to reduce missing or incorrect paperwork.
- Reliable Source of Truth — Replace fragile spreadsheets with a platform that stays accurate as your team changes, eliminating the risk of outdated records.
- Team Visibility — Authorized team members can access certification data at any time, removing the single‑point‑of‑failure problem when one person is on vacation or leaves.
- Audit‑Ready Reporting — Generate compliance reports and documentation in seconds instead of scrambling when a customer, inspector, or auditor asks for proof.
Who should use CertsHQ?
- Compliance managers in field service companies — track expiration dates, maintain audit trails, and produce reports on demand for inspections.
- Office administrators — centralize certification records, reduce the time spent chasing technicians for missing paperwork, and eliminate version‑control headaches.
- Field technicians — upload certificate photos directly from a phone or scan PDFs, ensuring the office always has the most recent version.
Use cases
- Proving compliance during a customer audit — Compliance managers pull up the technician’s certifications or generate a full report in seconds, avoiding last‑minute fire drills.
- Preventing expired certifications — Automatic expiration tracking alerts the office weeks before a cert lapses, ensuring no gaps that could void contracts or fail inspections.
- Onboarding new technicians — Import their certification records via CSV or upload existing documents; CertsHQ parses the details and adds them to the team’s compliance dashboard immediately.
How does CertsHQ work?
- Add Your Team & Certs — Upload technician profiles and certification records using a simple CSV import or by uploading existing PDFs/photos. The system extracts important details automatically.
- Track Expirations — CertsHQ monitors expiration dates and displays a dashboard showing what’s current, expiring soon, or missing.
- Prove Compliance Anytime — Pull up certification records or generate an audit‑ready report in seconds when customers or inspectors ask.
Pricing
CertsHQ operates on a freemium model. You can try it free for 14 days with no credit card required; the free trial gives full access to explore the platform’s features.
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