Staff qualifications

Track staff certifications, qualifications, and expiry dates to stay compliant and ensure coverage.

Sailia lets you record qualifications and certifications against staff profiles. You can track expiry dates and set up automated reminders so that qualifications are renewed before they lapse.

How qualifications work

Each staff member’s profile can hold one or more qualifications. A qualification record includes:

Field	Description
Qualification name	The name of the qualification or certification (for example, first aid, lifeguard, or instructor certification)
Certificate number	An optional reference number for the certificate
Expiry date	The date the qualification expires. Used to trigger automated reminders

Add a qualification

1. Open the staff profile

   Navigate to the staff dashboard and select the staff member.

2. Go to qualifications

   Select the Qualifications section on their profile.

3. Add a qualification

   Click Add Qualification and enter the qualification name, certificate number (optional), and expiry date.

4. Save

   Click Save to record the qualification.

Expiry reminders

Set up automated workflow communications to notify staff or admins when a qualification is about to expire. The Qualification expiry trigger fires based on the qualification’s expiry date.

You can configure the timing to send a reminder:

• Days or weeks before the expiry date, giving staff time to renew
• After the qualification has lapsed, as a follow-up prompt

Qualification merge fields

The qualification expiry trigger provides these merge fields for personalizing your messages:

Merge field	Description
Staff name	The name of the staff member
Staff email	The staff member’s email address
Staff phone	The staff member’s phone number
Qualification name	The name of the qualification
Qualification expiry date	The expiry date
Qualification certificate number	The certificate number, if recorded
Open in Sailia link	A direct link to the staff dashboard

Send qualification expiry notifications to both the staff member and an admin so that renewals are tracked from both sides.

Export qualifications

You can export staff qualifications as a CSV file for compliance reporting or external record-keeping. The export includes qualification names, certificate numbers, expiry dates, and the associated staff member details.

Related guides

Staff management

Add and manage staff profiles.

Automated workflows

Set up expiry reminder workflows.

Workflow triggers

Full reference for the qualification expiry trigger.