TimeTrak 26.1 introduces a comprehensive Skills & Certifications Framework that enables organisations to centrally manage staff and equipment competencies, licence requirements, expiry tracking, and compliance controls. 

Designed for industries with strict regulatory and safety obligations—such as civil construction, trade services, logistics, utilities, and mechanical services—this framework helps ensure that work is scheduled only to appropriately qualified and compliant personnel and assets. 

By embedding certifications directly into scheduling and operational workflows, TimeTrak reduces compliance risk, improves audit readiness, and removes the need for external spreadsheets or third‑party compliance tools 

​​Contents 

​1. Certifications Management in TimeTrak Professional
1.1 Certification Categories
1.2 Certification Properties
2. Certification Visibility & Permissions
2.1 Show User Certifications
2.2 Add/Edit/Delete User Certification Competencies
2.3 Show User Certification Competencies
2.4 Show Certification Requirements
2.5 Add/Edit/Delete Certification Requirements
2.6 Can Override Certifications Requirements
3. Managing Certifications and Competencies
4. Certification Expiry Notifications in TimeTrak Professional and App 
5. TimeTrak Certification Renewal
6. Certification Requirements & Scheduling Enforcement

​Why Certifications Matter 
For many organisations, compliance depends on having the right people and the right equipment assigned to each job. Expired licences, missing training, or incorrect equipment allocation can expose organisations to: 

• Health and safety incidents 

• Regulatory breaches 

• Failed audits 

• Insurance and liability risks 

• Costly rework and downtime 

The TimeTrak Skills & Certifications Framework addresses these challenges by making certifications visible, enforceable, and actionable across scheduling, workforce management, and field operations. 

1. Certifications Management in TimeTrak Professional 

A new, dedicated Certifications administration area is available within TimeTrak Professional for Global Administrators. 

This centralised hub provides a single source of truth for all organisational skills, certifications, licences, training records, and competencies. 

Accessing Certifications:  

• Log in to TimeTrak Professional 

• Open the main menu (☰) 

• Select Administrator Settings 

• Select Certifications 

Certification Categories 

Certification Categories allow organisations to logically group and structure certifications. 

Categories support two levels only: 

• Parent Category 

• Subcategory 

This ensures clarity and consistency while remaining simple to manage. 

Managing Categories 

Global Administrators can add, edit, and delete certification categories within TimeTrak Professional.  

Add a Certification Category  

• After accessing Certifications as per above 

• Select Manage Categories  

• Click the “+” icon  

• (Optional) Select a Parent Category if this category should be a subcategory  

• Enter the Category Name  

• Add a Description (optional)  

• Save   

Edit a Certification Category  

• Click the category name you want to edit  

• Update the category name and/or description 

• Save  

Delete a Certification Category   

• Click the three dots (⋮) next to the category name  

• Choose Delete  

Note: Categories cannot be deleted while certifications are assigned. Certifications must be removed or reassigned first 

Certifications Properties 

TimeTrak supports a wide range of certification types, including (but not limited to): 

• Licences 

• Tickets 

• Training courses 

• Qualifications 

• Clearances 

When creating a certification, Global Administrators can define the following configurable properties:  

•  Certification Category  
  Assign the certification to a predefined category 

• Has Expiry 
  Requires an expiry date and enables expiry tracking 

• Expiry Notification (Days) 
  Avalaible when Has Expiry is enabled. 
  Defines how many days prior to expiry users are notified. 

• Issue Date Required  

When enabled,an issue date is required when the certification is created 

• Requires Approval 
  When enabled; Newly created or renewed certifications require administrator approval before becoming active. 

• Requires Attachments 
  When enabled; Requires users to upload supporting evidence (e.g. licence, certificate, or proof of training). 

Once configured, certifications can be assigned to: 

• Employees (user certifications) 

• Equipment (certification requirements) 

2. Certification Visibility & Permissions 

Certification access is controlled through user profile settings in TimeTrak Professional. 

Show User Certifications 

Controls whether certifications are visible in TimeTrak Professional and the TimeTrak App. 

• Global Administrators 

Full access to all users and groups. 

• Group Administrators 

Access limited to assigned groups and reporting users 

• Standard Users 

Can view only their own certifications (when enabled). 

In the TimeTrak App, users can only see their own certifications, regardless of permission level. 
 
Add/Edit/Delete User Certifications 
This is dependant on the Show User Certifications profile setting being enabled. 

When enabled: 

• Administrators can manage certifications for all accessible users and resources 

• Users can add, edit, or delete their own certifications in the TimeTrak App 

Show User Certification Competencies 

This is dependant on the Show User Certifications profile setting being enabled. 

Once enabled certification competencies against certifications can be accessed within TimeTrak Professional and TimeTrak APP. 

Add/Edit/Delete User Certification Competencies 

This is dependant on the Show User Certifications as well as Show User Certification Compentencies profile settings being enabled. 

Once enabled, certification competencies can be added, edited and deleted against certifications the logged in user can access within TimeTrak Professional and TimeTrak APP. 

Show Certification Requirements 

Defines whether Certification Requirements can be seen against Clients, Jobs (Projects), Tasks (Project Tasks) as well as Equipment users. 

Add/ Edit/ Delete Certification Requirements 

This is dependant on the Show Certification Requirements profile settings being enabled. 

Once enabled, certification requirements can be added, edited and deleted in TimeTrak Professional against Clients, Jobs (Projects), Tasks (Project Tasks) and Equipment users. 

Once assigned, appointments scheduled in TimeTrak professional are unable to be saved if the certification requirements are not met.  

Important: Certification enforcement applies only to scheduling within TimeTrak Professional. It does not restrict time entry, check‑in/check‑out processes, or historical recording.  

Can Override Certifications Requirements 

This is dependant on the Show Certification Requirements profile settings being enabled. 

Where operational flexibility is required, authorised users can override certification requirements. 

This allows appointments to be scheduled even when requirements are not met, while maintaining visibility and accountability. 

3. Managing Certifications and Competencies 

TimeTrak provides controlled, role‑based management of user certifications and associated competencies across both TimeTrak Professional and the TimeTrak App. 

Management access is determined by the user’s profile permissions. Where Show User Certifications and Add / Edit / Delete User Certifications are enabled, the logged‑in user may manage certifications for all users and resources they have access to. 

Managing User Certification in TimeTrak Professional: 
Accessing User Certifications 

• Log in to TimeTrak Professional 

• Open the main menu (☰) 

• Select Administrator Settings 

• Select Users 

• Select the user from the list 

• Select Certifications 

Add a Certification 

• Click the “+” icon 

• Enter the certification details 

• Save 

Edit a Certification 

• Click the pencil (edit) icon 

• Update the required information 

• Save 

Delete a Certification 

• Click the rubbish bin (delete) icon 

• Confirm the removal 

Alternative (Faster) Ways to Manage User Certifications in TimeTrak Professional 

There are two quick-access methods that allow users to manage certifications without navigating through the full menu structure: 

1. Pin “User Certifications” to the Top Menu 

1. Open the main menu (☰) 

Click Edit 

3. Double‑click the pin icon next to User Certifications to highlight it 

4. Once pinned, User Certifications will appear in the top bar 

5. You can now access and manage your certifications instantly with one click 

2. Use the User Certification Notification Icon 

1. On the top‑right of the TimeTrak Professional home screen, click the User Certification icon 

2. The screen will automatically show certifications that require your attention 

3. If you want to see all your certifications (not just those needing action), simply untick “Expiring Soon” 

4. Once unticked full certification list will then be displayed 

Managing User Certification in TImeTrak APP: 

When enabled, users can manage their own certifications directly from the TimeTrak App 

• Login to the TimeTrak APP 

• Select Search  

• Select Certifications 

Alternativley users certifications can be accessed as per below: 

• Login to the TimeTrak APP 

• Select Menu (top left hand corner) 

• Select My Details 

• Select Certifications 

From here, users can: 

• View their existing certifications 

• Add new certifications 

• Update existing certification details 

• Upload or replace supporting attachments 

• Remove certifications where permitted 

 
Managing Certification Competencies in TimeTrak Professional: 
Some certifications may require multiple competencies or assessed components. 

Accessing Certification Competencies: 

• Log in to TimeTrak Professional 

• Open the main menu (☰) 

• Select Administrator Settings 

• Choose Users 

• Select the user 

• Select Certifications 

• Choose the relevant certification  

• Select Competencies 

Add a Competency 

• Select Add New Item 

• Enter the relevant competency details 

• Save  

Edit a Competency 

The following fields can be updated at any time: 

• Assessed By 

• Assessed Date 

• Rating 

• Notes 

Save your changes when complete. 

Delete a Competency 

• Click the three dots (⋮) next to the competency 

• Choose Delete 

• Confirm and Save  

Alternative (Faster) Ways to Manage User Certification Competencies in TimeTrak Professional 

There are two quick-access methods that allow users to manage User Certifications Competencies in TimeTrak Professional without navigating through the full menu structure. These shortcuts provide faster, more efficient access for users who regularly review or update competency information. 

1. Pin “User Certifications” to the Top Menu 

This method gives you one‑click access to the User Certifications screen, making it easy to view and manage competencies at any time. 

One-time Setup required: 

1. Open the main menu (☰) 

2. Click Edit 

3. Double‑click the pin icon next to User Certifications to highlight the pin completely 

4. Once pinned, User Certifications will appear in the top navigation bar 

5. You can manage competencies in several ways: 

1. Select the certification directly from the list 

2. Use the Search option to quickly locate a specific certification 

3. Click the three dots (⋮) next to a certification to view or edit its details and associated competencies 

6. Once you select the certification you want to manage, you will see the associated competencies under the “Edit User Certification” screen. 

7. From here, click Competencies to: 

1. Add new competencies, or 

2. Edit existing competencies 

3. Delete existing competencies by clicking on the 3 dots on the right side 

Recommended for: 
Users who frequently update or review their own competency records. 

2. Use the User Certification Notification Icon 

This method is ideal for quickly accessing certifications that require immediate attention, such as those needing updates or competency adjustments. 

Steps 

1. On the top‑right of the TimeTrak Professional home screen, click the User Certification Notification icon 

2. The screen will automatically display certifications that require action, including:  

1. Expiring Soon 

2. Expired 

3. Requires Approval 

3. To view all certifications, simply untick “Expiring Soon” 

4. The full certification list will then be displayed 

5. Select any certification to view or manage its Competencies 

Recommended for: 
Users focusing on urgent actions or keeping track of upcoming competency renewals or requirements. 

Managing Certification in TimeTrak App: 

Add/ Edit/TimeTrak App User Certifications 

The ability for users to add, edit their own certifications in the TimeTrak App depends on permissions set in their User Profile. 

If enabled, field staff and technicians can fully manage their own certifications directly from the app. 

Accessing Certifications in the TimeTrak App  

• Log in to the TimeTrak App 

• Open the main menu (☰) 

• Tap the My Details 

• Under the Summary tab, tap Certifications 

This will display a list of all certifications associated with the logged‑in user. 

Adding Certification  

• Tap the ADD button at the bottom of the User Certifications screen 

• From the Results list, select the certification you want to add 

• Complete all fields marked with * (required fields) 

• (Optional) Fill in remaining fields that do not contain an asterisk 

• Tap SAVE to confirm your changes 

Edit Certification Category 

• Tap the certification you want to update 

• Tap EDIT at the bottom of the screen 

• Modify the required information 

• Tap SAVE to apply your changes 

Alternative Quick Method to Manage Certifications in the TimeTrak App 

A faster way to manage your certifications in the TimeTrak App is to use the Search function from the home screen: 

1. Open the TimeTrak App 

2. Tap the Search 

3. Select “Certifications” 

4. Search Certifications or simply click on the certification that you want to manage 

Accessing Certification Competencies in the TimeTrak App 

Where enabled, users can view and manage the competency records associated with their own certifications directly within the TimeTrak App. This allows field staff and technicians to easily review competency requirements and keep their records up to date. 

How to Access Certification Competencies 

• Open the TimeTrak App 

• Tap the Search icon 

• Tap“Certifications” 

• Select the Certifications from the search results  

• Alternatively, you can simply tap the certification directly if you already see it listed 

• In the certification details screen, go to the Summary tab 

• Tap Competencies to view or manage competency information (based on user permissions) 

4. Certification Expiry Notifications in TimeTrak Professional and App 

TimeTrak provides proactive certification expiry alerts to ensure users remain fully compliant and aware of certifications that are nearing their expiration date. These notifications help field staff, technicians, and administrators stay informed and take timely action to renew certifications before they expire. 

Managing Certification Expiry Notifications in TimeTrak Professional: 

In TimeTrak Professional, users can view and manage their certification expiry notifications based on their assigned permissions. These notifications help ensure that users are aware of certifications approaching their expiry date and can take action before becoming non‑compliant. 

If a user has the appropriate permissions, they will see a Certification Notification icon located in the top‑right corner of the TimeTrak Professional interface. This icon provides quick access to all certifications that are due to expire within the system’s configured notification period. 

What Users Can Do (Depending on Permissions) 

• View certifications that are approaching expiry 

• Open certification details from the notification list 

• Update or renew certification information (if allowed under their profile settings) 

How Users Access Certification Expiry Notifications 

1. Log in to TimeTrak Professional 

2. Look at the top‑right corner of the screen 

3. Click the Certification Notification icon 

4. A panel or notification list will appear, showing certifications close to expiry 

5. Select any certification to view or manage it (subject to user permissions) 

Managing Certification Expiry Notifications in TimeTrak App: 

In the TimeTrak App, logged‑in users can easily view any certifications that are approaching expiry. These notifications help field staff and technicians stay aware of upcoming renewals, ensuring they remain compliant while working on jobs and tasks. 

Certification expiry notifications appear automatically when a certification enters the configured alert period (for example, 30, 60, or 90 days before expiry), as defined against the certification TimeTrak system settings. 

In addition to the reminder notification, a red count of all certifications for the logged in user which are expired or within the configured alert period be displayed against certifications in the search view of the APP as per below as a visual reminder of upcoming certification expiry’s.  

My Details → Certifications 

• Users can also view expiry details directly in their Certifications list. 

• This list includes:  

• Issue date 

• Expiry date 

• Days remaining before expiry 

• Expiring certifications are highlighted for easy identification. 

5. TimeTrak Certification Renewal 

TimeTrak Professional and the TimeTrak App allow field staff, technicians, and professional users to proactively manage certifications and licences that are nearing expiry. This functionality helps maintain compliance, reduces administrative risk, and prevents users from carrying out work with expired credentials. 

Renewing Certifications in TimeTrak Professional 

In TimeTrak Professional, there are two ways to renew a certification. The options available depend on the user’s permission level-specifically whether they are a Global Administrator, a Group Administrator, or a standard user. 

Administrator Permissions 

• Global Administrators and Group Administrators can approve any user’s certification renewal, regardless of the user’s own approval rights. 

• They also have full access to add, edit, renew, and manage certifications for all users 

Standard User Permissions 

• Users without approval rights can still update the certification details, but must use Save to submit the renewal for approval. 

Below are the two renewal methods: 

1. Renewing via the User Profile (Users → Certifications) 

1. Go to Users 

2. Select the user 

3. Open the Certifications tab 

4. Select the certification to renew 

5. Update the issued and expiry date 

6. Choose one of the following based on your permissions:  

1. Click Renew and Save – if you have approval permissions  

2. Click Save – if you do not have approval permissions (this will send the certification for approval) 

2. Renewing via the Certification Notification Icon 

This is a faster method and can be done directly from the notification alert. 

1. Click the notification icon at the top‑right of the screen 

2. Select the expiring certification you want to renew 

3. Update the issued and expiry date 

4. Choose one of the following based on your permissions:  

1. Click Renew and save – if you do not require approval 

2. Click Save – if the certification renewal requires approval 

Note: When you access User Certifications from the User Certification Icon, you will be taken directly to a list of all certifications that requires your action. 

3. Renewing from the Main Menu 

1. Log in to TimeTrak Professional 

2. Open the main menu (☰) 

3. Select  

4. More 

5. User Certification 

6. Select the expiring certification you want to renew 

7. Update the issued and expiry date 

8. Choose one of the following based on your permissions:  

• Click Renew and Save – if you have approval permissions  

• Click Save – if you do not have approval permissions (this will send the certification for approval) 

Note: When you access User Certifications from the main menu, you will be taken directly to a list of all certifications. This provides a quick and easy way for users to view all certifications. 

Approving Certification Renewals in TimeTrak Professional 

Users with approval permissions can review and approve certification renewals directly from the notification icon in the top‑right corner home screen of TimeTrak Professional. 

When they open the notification panel: 

• Certifications that require approval will be clearly identified 

• The list is automatically filtered to show relevant renewal notifications 

• The approver simply selects the certification and completes the approval process 

This provides a fast and efficient way for approvers to manage pending certification renewals and approval without navigating through the full User > Certifications menu. 

Renewing via the TimeTrak App 
Users can renew certifications directly from the app,  

There are two ways to renew a certification in the TimeTrak App: 

1. Via the Notifications screen (renew from expiry alerts) 

2. Via the My Details → Certifications screen (renew from the certification list) 

Both methods guide the user through a simple renewal process. 

Steps to Renew from the User Certification List 

1. From the main menu (☰) select My Details 

2. Under the Summary tab, tap Certifications 

3. From the Results list, select the certification you want to renew 

4. Scroll down to the Actions section 

5. Tap Renew 

6. Enter all required fields marked with * 

7. (Optional) Fill in additional details as needed 

8. Tap SAVE to complete the update 

This workflow ensures technicians are notified early and can renew their certification before it becomes non‑compliant. 

Behaviour of Renewed Certifications 

When an expiring or expired licence is renewed in TimeTrak, the previous licence record is automatically updated to an Inactive state. 
This ensures that: 

• Only the latest, valid certification remains active 

• Historical certification records are still retained for audit and compliance reporting 

This automatic status update helps maintain accurate, reliable certification histories while ensuring the system shows only up‑to‑date active licences. 

6. Certification Requirements & Scheduling Enforcement 

TimeTrak supports certification‑aware scheduling to ensure that only suitably qualified employees and equipment are assigned to work. Certification requirements are enforced during appointment scheduling in TimeTrak Professional. 

6.1 Managing Certification Requirements 

Certification requirements are configured exclusively in TimeTrak Professional and are controlled by user profile permissions. 
Profile Permissons: 

To work with certification requirements, the following profile settings apply: 

• Show Certification Requirements 
  Enables visibility of certification requirements on supported items. 

• Add / Edit / Delete Certification Requirements 
  Allows users to create, update, or remove certification requirements. 

Where Certification Requirement can be applied:  

Certification requirements can be assigned to: 

• Clients 

• Jobs (Projects) 

• Tasks (Project Tasks) 

• Equipment users 

Assigning Certification Requirements 

To assign certification requirements: 

1. In TimeTrak Professional, search for and open the relevant Client, Job, Task, or Equipment user 

2. Select Certification Requirements 

3. Click the + icon to add a requirement 

4. (Optional) Enter notes to provide additional context or instructions 

5. Select Everyone if all resources assigned to this item must hold the certification 

6. Save your changes 

Once saved, certification requirements are enforced during appointment scheduling, unless the user has permission to override them. 

6.2 Certificatiion Aware Scheduling 

When scheduling appointments, TimeTrak automatically evaluates certification requirements based on the selected: 

• Client 

• Job (Project) 

• Task (Project Task) 

• Equipment (if applicable) 

This ensures that schedulers are guided to assign compliant employees and equipment. 

When certification requirements are applied: 

• Only employees who hold an active required certification can be scheduled 

• Schedulers are guided toward compliant resource allocation 

• Safety, regulatory compliance, and audit readiness are improved 

Important: Certification enforcement applies only to scheduling within TimeTrak Professional. 
It does not restrict time entry, check‑in/check‑out, or historical records. 

6.3 Show Requirements Filter 

When certification requirements exist on a Client, Job, Task, or selected Equipment, a Show Requirements option becomes available on the appointment. 

This filter controls whether TimeTrak restricts the resource list to certified employees.  

Show Requirements – Off 

When Show Requirements is not enabled: 

• All available employees are displayed 

• Certification status is not considered 

Result: 
✔ Shows all available employees 
✖ Does not filter by certification 
 

Show Requirements – On 

When Show Requirements is is enabled: 

Only employees who are:  

• Available, and 

• Fully certified 
  are displayed 

Result: 
✔ Shows only available and qualified employees 
✔ Supports compliance with certification requirements 

6.4 Certification Requirements and Equipment Scheduling 

Equipment users represent billable assets such as machinery, vehicles, or specialised tools that may require certified operators. 

When certification requirements are applied to Equipment:  

• TimeTrak ensures that only employees holding the required certifications can be scheduled to operate that equipment 

• Equipment‑specific requirements are evaluated in addition to Client, Job, and Task requirements 

How Equipment Requirements are applied: 

When creating an appointment: 

1. The Resource list initially displays all available employees and equipment 

2. If the selected Client, Job, or Task has certification requirements, the Show Requirements toggle appears 

3. The number shown next to Show Requirements indicates how many certification requirements apply 

Example: 

• A Job requires 1 certification 

• An Equipment user (e.g. Eqs00065 – Toyota Service) introduces an additional certification 

When the Equipment is selected: 

• The Show Requirements count increases from 1 to 2 

When Show Requirements is enabled, TimeTrak displays only employees who: 

• Hold all required certifications 

• Are available for the appointment 

This ensures consistent enforcement across Jobs, Tasks, and Equipment. 

6.5 Override Certification Requirements 

If the Can Override Certification Requirements profile setting is enabled: 

• Authorised users may override certification requirements during scheduling 

• TimeTrak displays a confirmation prompt before allowing the appointment to be saved 

• Overrides remain visible to support accountability and compliance review 

Important: Overrides affect scheduling only and do not change certification records or historical data.