Help & Support
Frequently Asked Questions
Everything you need to know about Certivenza — features, pricing, US and UK compliance, the employee portal, and data security.
Getting Started
How long does it take to set up Certivenza?
Initial setup takes 10–15 minutes — create your account, add your organisation details, and you're ready to go. A full employee import with documents typically takes 30–60 minutes depending on team size.
Do I need a credit card to start the trial?
No. The 14-day free trial gives you full access to every feature without requiring a credit card. You only need to add payment details when you choose to subscribe.
What happens at the end of the trial?
You'll be prompted to select a plan and subscribe. If you don't subscribe, your data is archived and remains accessible for 30 days so you can export it before it is permanently removed.
Can I import employees from a spreadsheet?
Yes — CSV import is available on Growth and Pro plans. You can upload a spreadsheet of employee names, emails, job titles, and departments to get started quickly.
Does Certivenza work for teams in both the US and UK?
Yes — Certivenza is built for both markets from day one. US document types (OSHA cards, CDL medical certificates, food handler cards) and UK types (Right to Work, CSCS, DBS checks) are all pre-loaded.
Features
How do the expiry alerts work?
A daily check runs at 6 AM UTC. Emails go out at 30, 14, 7, and 1 day before expiry, and again on the day of expiry. You can adjust which alert days trigger notifications in Settings → Alerts.
What is the Cleared-to-Work status?
A per-employee real-time indicator. If an employee has all required documents valid and approved, they show as Cleared to Work. Any missing, expired, or unapproved required document marks them as Not Cleared — with a breakdown listing exactly which documents are causing the issue.
Can employees upload their own documents?
Yes — the self-service portal lets employees log in with their own credentials and upload renewal certificates directly, even from a mobile phone camera. Uploaded documents go into a Pending Review queue for admin approval.
What is the Pending Review dashboard?
A central queue showing all employee-uploaded documents awaiting approval. Admins and authorised members can approve or reject documents inline. Rejection requires a written reason, and the employee is notified by email.
Does Certivenza support document version history?
Yes — every renewal creates a new version. Previous versions are archived and never deleted. You can see who approved each version, the upload date, and any rejection reasons — forming a complete audit trail per document type per employee.
What is the Compliance Matrix?
A grid view showing every employee against every compliance requirement, colour-coded by status (Active, Expiring Soon, Expired, Missing). You can filter by department, location, or status, and export to CSV for audits.
How does global search work?
Press Cmd/Ctrl + K anywhere in the dashboard to open the search bar. It searches across employees (name, email, job title, department), documents, and compliance requirements. Results respect your role — admins and members see the full organisation, employees see only their own records.
Pricing & Billing
What's included in each plan?
Starter ($49/month) covers up to 25 employees and 2 team members. Growth ($99/month) covers up to 100 employees and 10 team members, plus CSV export and audit reports. Pro ($199/month) is unlimited employees and team members with priority support. All plans include the full feature set.
Can I change plans later?
Yes — upgrade or downgrade anytime from the Billing page. Changes take effect immediately and billing is prorated, so you only pay for what you use.
How is billing handled?
Monthly billing via LemonSqueezy. VAT (UK) and US sales tax are calculated and collected automatically at checkout — you don't need to handle tax compliance yourself.
Can I cancel anytime?
Yes — cancel from the Billing page in your dashboard. You retain full access until the end of your current paid period, with no early termination fees.
Is there an annual plan?
Annual pricing is coming soon. Currently all plans are monthly only. Sign up for the newsletter or check the pricing page for updates.
US Compliance
What US certifications does Certivenza track?
Anything you add. System document types include OSHA 10 & 30, forklift operator cards, CDL medical certificates, food handler cards, ServSafe, EPA 608, state-issued licences, and more. You can add custom document types for any certification not already in the library.
Does Certivenza track OSHA 10 and 30 cards?
Yes — record the original training date and apply your organisation's renewal policy as the expiry date. Certivenza alerts the employee and relevant team members before the renewal date.
How do forklift re-evaluation reminders work?
Set the expiry date to 3 years from the last evaluation (or whatever your policy requires). Certivenza automatically alerts the employee and their manager before it's due, at the configured alert intervals.
Can I track state-specific certifications?
Yes — create a custom document type for any state-specific requirement and assign it to the relevant employees. There is no limit on custom document types.
Does Certivenza work for multi-state operations?
Yes — assign employees to locations or states using the location field, then filter the Compliance Matrix by location to see compliance for a specific state or site.
UK Compliance
What UK certifications does Certivenza track?
CSCS cards, Gas Safe registration, SIA licences, DBS checks, CPC (Driver Certificate of Professional Competence), Right to Work, CISRS scaffolding cards, PTS (rail), STCW (maritime), and many more. Custom types cover anything else your sector requires.
How does Right to Work tracking work?
Upload the document, record the expiry date, and Certivenza alerts you before a time-limited document expires. Works for both physical documents and eVisa. The system flags any employee whose RTW document is expiring so you can take action before the legal deadline.
Does Certivenza track eVisa Right to Work?
Yes — eVisa and all standard UK RTW document types are supported, including passport, Biometric Residence Permit (BRP), and share code verification records. Record the expiry date and Certivenza takes it from there.
Can I track DBS checks with their 3-year recommended renewal?
Yes — set the expiry date 3 years from the issue date (or use your organisation's policy). Certivenza will alert you before the renewal is due so you can request a fresh check in time.
Does Certivenza support Ofsted compliance for childcare?
Yes — track DBS Enhanced checks, paediatric first aid, safeguarding training, and any other Ofsted-required certifications. Assign these as required document types for relevant employees and Certivenza monitors them continuously.
Security & Data
Where is data stored?
Documents are stored in Supabase cloud storage (EU/US regions), encrypted at rest and in transit. Document links are signed URLs that expire after 1 hour — files are never exposed publicly.
Is data isolated between organisations?
Yes — complete data isolation. Every API query is scoped to your organisation. No user from one organisation can ever access another organisation's data, employees, or documents.
Is Certivenza GDPR compliant?
Yes — data is processed in accordance with GDPR. Signed expiring URLs, strict data isolation, and data retention controls all support GDPR compliance. You can request a Data Processing Agreement (DPA) by contacting support.
Can we export all our data?
Yes — CSV export is available from the Compliance Matrix and audit reports are available from the Reports page. You are never locked in.
What happens to data if we cancel?
Data is retained for 30 days after cancellation, then permanently deleted. You can request earlier deletion by contacting support. We recommend exporting your data before cancelling.
Still have questions?
Our team is happy to help. Reach out via the contact page or start your free trial and explore Certivenza hands-on — no credit card required.
No credit card needed · Full access · Cancel anytime