Licences, Certifications, and Qualifications Management
Define licences and certifications requirements by role, location or individual. Automate tracking, renewal alerts, and secure uploads. Employees keep their documents current, and you stay audit-ready.
- First Aid & CPR training certificates
- Drivers Licences
- Working with Children’s Check Cards
- Forklift and Heavy Vehicle Licences
- International Police Checks
- Trade and Industry-Specific Accreditations
- Training/Internal Education Programs
Create a unified source of truth across employee lifecycle
Collect and Save Documents
A single, secure system to collect, track and report on all documents.
Manage Expiries and Renewals
Proactive automation alerts employees and collects new documents.
Ensure Every Employee is Qualified
Get clear oversight of who’s compliant, what’s missing, and what’s due.
Here's how it works
Mobile-first, custom guided submission
Make document submission easier for employees with a mobile-first, intuitive experience. Employees receive a secure email link with specific instructions and examples for the exact licence or certification required.
CheckWorkRights securely collects and stores the document, extracting key data like expiry dates and certificate numbers.
Status tracking and proactive management
Automatically track the status of each request, and expiry date for every collected licence and certification.
In advance of the expiration, a renewal workflow begins, automatically notifying the employee to submit their updated document. This proactively eliminates the risk of an employee working without valid credentials.
Integrated, auditable document review
Assign the appropriate manager to review documents and customise visibility to suit your organisational structure.
Log the results of any manual external database checks (e.g. an overseas police check) directly into the platform, forming a complete audit trail for every credential.
Full compliance visibility
Gain instant, organisation-wide visibility into your compliance status. Easily generate and export detailed audit reports on document status, expiry dates, and validation history for any custom check.
Push data back to your core ATS and HRIS via API, ensuring one unified source of truth.
Move from manual tracking to proactive compliance automation
The old way
- Compliance records scattered across emails and spreadsheets.
- Generic forms lead to incorrect submissions and HR chasing.
- External checks happen outside your HR systems are stored elsewhere, leaving audit gaps.
- Managing renewals with an error-prone spreadsheet.
- Finding out about expiries once they’ve already happened.
- Manually moving data into your ATS and HRIS.
The CheckWorkRights way
- Every step is captured in a single compliance trail.
- Custom instructions and error resolution ensure correct submissions from employees.
- External check results are logged directly in-system for a complete record.
- Expiry and renewal management are automated to proactively mitigate risk.
- Data flows instantly to your integrated tech stack.
Seamlessly integrates with your systems
Lose the learning curve and bring licences, certifications, qualifications into your existing tech stack. Need a custom integration? We’ll build a solution that works for you.
“The reports our team receive automatically with the stoplight colour coding are a game changer.”
Natalie Van Den Dungan, Bega GroupFrequently Asked Questions
What types of documents can I collect?
The workflow can be customised so that almost any licence, certification or document can be collected. Existing customers use this for:
- First Aid & CPR training certificates
- Driver Licences
- Working with Children’s Check Cards
- Forklift and Heavy Vehicle Licences
- International Police Checks
- Trade and Industry-Specific Accreditations
- Training/Internal Education Programs
These can be collected along side all existing check types offered by CheckWorkRights including:
- Right to Work
- VEVO Checks
- Bankruptcy Checks
- DVS Verification
- RSA
- Reference Checks
Can it handle complex requirements?
Our process was built to handle both simple and complex requirements as needed by your organisation. Each check can have different instructions for data entry and document upload, manual verification, ongoing storage, and tracking. You can create custom rules for state-by-state laws.
Any number of fields can be collected from the document, including an image of the document itself, key dates, certificate numbers and other relevant information.
Single or multiple documents are supported, with corresponding statuses on the CheckWorkRights dashboards and into your systems via API.
What Licences, Certifications, and Qualifications are verified against external databases?
Currently only VEVO Checks, Bankruptcy Checks and DVS are verified against official government databases.
While Licence, Certification, and Qualification checks are not verified against any external databases, we can facilitate additional verification steps performed manually off system. This allows TA/HR team members to enter the results of an external validation into CheckWorkRights, forming a complete audit trail of a compliance process.
For example, CheckWorkRights could collect a driver licence copy from a candidate. Then a TA/HR team member could manually validate the card in a government database, and enter the result of that validation into CheckWorkRights, forming a compliance trail for ongoing reporting.
How does this change the day-to-day for my team?
This changes workflows from reactive, risky document management to proactive, always-on compliance.
It eliminates the manual, error prone, low-value work your team is currently doing (or not doing). It removes the need for follow-ups via email, managing spreadsheets, or manually tracking expiries.
What is the experience like for our candidates and employees?
When a check is requested, employees/candidates receive the same personalised, secure link to a mobile-friendly portal issued for all of our other check types. This unified dashboard provides a single point of contact for all checking requirements. They can upload documents and complete requirements in one place without needing to create accounts or logins. For ongoing renewals, they get proactive, automated reminders, making it easy to stay compliant. Our consistent and reliable workflow caters to tens of thousands of candidates each month, and ensures hiring success at scale. See more about candidate experience.
What specific ATS & HRIS platforms do you integrate with?
We offer pre-built integrations for major platforms like Workday, Dayforce, SmartRecuiters and more. We also support custom integrations via our API for multi-system workflows from recruitment, to payroll and rostering.
Our two-way integrations provide your existing platforms with up-to-date check results, and update CWR in the event of a change in employee role or location. This allows CheckIntelligence to be triggered by status changes in your ATS or HRIS and to react to employee profile changes.
How does CheckWorkRights ensure data security and privacy?
CheckWorkRights is built with privacy and compliance at its core. The platform collects only the minimum personal information needed to conduct right to work checks, and never stores visa details beyond what’s required. All data is encrypted in transit and at rest, with access restricted based on user roles and permissions.
See here for more detail on data privacy.
Ready to close your compliance gaps for good?
Book a demo and discover why Australia’s busiest hiring teams trust CheckWorkRights with their employee compliance.
