> ## Documentation Index
> Fetch the complete documentation index at: https://sailia-mintlify-intercom-migration-1776823910.mintlify.site/llms.txt
> Use this file to discover all available pages before exploring further.

# Staff qualifications

> Track staff qualifications, certifications, and expiry dates to keep your team compliant.

Sailia lets you track qualifications and certifications for your staff members. You can record qualification details, set expiry dates, and automate reminders so nothing slips through the cracks.

## How qualifications work

Each staff member's profile can hold multiple qualifications. A qualification represents any certification, license, or training record that your business needs to track — such as first aid certificates, instructor qualifications, or DBS checks.

Each qualification record includes:

| Field                  | Description                                    |
| ---------------------- | ---------------------------------------------- |
| **Qualification name** | The name of the certificate or license         |
| **Issue date**         | When the qualification was granted             |
| **Expiry date**        | When the qualification expires (if applicable) |
| **Status**             | Active or expired, based on the expiry date    |

## Adding a qualification

<Steps>
  <Step title="Open the staff member's profile">
    Navigate to the staff section and select the team member you want to update.
  </Step>

  <Step title="Go to qualifications">
    Open the qualifications section of their profile.
  </Step>

  <Step title="Add a new qualification">
    Enter the qualification name, issue date, and expiry date. If the qualification does not expire, leave the expiry date blank.
  </Step>

  <Step title="Save">
    Save the qualification. It now appears on the staff member's profile and is tracked for expiry.
  </Step>
</Steps>

## Expiry tracking

Sailia automatically tracks qualification expiry dates. When a qualification's expiry date passes, it is marked as expired on the staff member's profile.

To stay ahead of expiring qualifications, set up an automated [workflow](/integrations/workflows) using the **Qualification expiry** trigger. This lets you:

* Send a reminder to the staff member a set number of days before their qualification expires
* Notify an admin or manager when a team member's qualification is due for renewal
* Send a follow-up after the qualification has lapsed

See the [qualification triggers reference](/integrations/workflow-triggers#qualification-triggers) for available merge fields.

## Managing qualifications

From a staff member's profile, you can:

* **View all qualifications** — see active and expired qualifications at a glance
* **Edit a qualification** — update the name, dates, or add notes
* **Remove a qualification** — delete records that are no longer relevant

<Tip>
  Review qualifications regularly — especially before busy seasons — to ensure all staff have valid certifications for the activities they are assigned to.
</Tip>

## Best practices

* **Set up expiry workflows early** — configure [automated reminders](/integrations/workflows) as soon as you add qualifications so you never miss a renewal
* **Be specific with names** — use consistent naming (e.g., "First Aid Level 3" rather than "First Aid") so qualifications are easy to search and filter
* **Track all relevant certifications** — include both legally required and business-specific qualifications
* **Keep records current** — update qualifications promptly when staff complete renewals

## Related guides

<Columns cols={2}>
  <Card title="Staff management" icon="user-gear" href="/staff/management">
    Add staff members and manage their profiles.
  </Card>

  <Card title="Automated workflows" icon="bolt" href="/integrations/workflows">
    Set up expiry reminders and other automated communications.
  </Card>

  <Card title="Workflow triggers" icon="list" href="/integrations/workflow-triggers">
    Complete reference of all workflow triggers including qualification events.
  </Card>
</Columns>