Certificate Register
Certificate Register
The Certificate Register provides a central store for all compliance certificates across your portfolio. It is available at /dashboard/certificates and is accessible from the dashboard sidebar between Asset Register and Compliance Audit Trail.
Overview
Compliance certificates have fixed renewal cycles and strict legal consequences when they lapse. The Certificate Register gives you a single place to:
- Track every compliance certificate across every block in your portfolio
- See at a glance which certificates are valid, expiring soon, or expired
- Register new certificates with auto-calculated expiry dates
- Link certificates to contractors and responsible persons
- Store and access certificate document URLs
- Receive immediate alerts when action is required
Certificate Types
The register supports 13 standard UK block management compliance certificate types:
| Certificate | Internal Key | Standard Renewal Period |
|---|---|---|
| Gas Safety (CP12) | gas_safety | 12 months |
| Electrical (EICR) | electrical_eicr | 60 months |
| Fire Risk Assessment | fire_risk_assessment | 12 months |
| EWS1 Form | ews1 | — |
| Asbestos Survey | asbestos_survey | 12 months |
| Legionella Risk Assessment | legionella | 24 months |
| Lift Inspection (LOLER) | lift_inspection | 6 months |
| Energy Performance Certificate | epc | 120 months |
| PAT Testing | pat_testing | 12 months |
| Lightning Protection | lightning_protection | 12 months |
| Water Hygiene | water_hygiene | 12 months |
| Emergency Lighting | emergency_lighting | 12 months |
| Dry Riser Test | dry_riser | 6 months |
| Other | other | — |
RAG Status
Each certificate is assigned a RAG (Red / Amber / Green) status. Status is derived in real time from the expiry date — it is not simply read from a stored field — so it is always accurate.
| Status | Colour | Condition |
|---|---|---|
| Valid | 🟢 Green | Expiry date is more than 30 days away |
| Expiring Soon | 🟡 Amber | Expiry date is within the next 30 days |
| Expired | 🔴 Red | Expiry date has passed |
| N/A | Grey | Marked as not applicable |
The badge on expired certificates shows how many days ago it expired (e.g. Expired 14d ago). The badge on expiring certificates shows how many days remain (e.g. Expires in 12d).
List View
The list view is the default view when you open the Certificate Register.
Summary Cards
Four summary cards are shown at the top of the page:
- Total Certificates — total count across the portfolio (or current filter)
- Valid — certificates currently in date
- Expiring Soon — certificates expiring within 30 days
- Expired — certificates past their expiry date
Alert Banners
- A red alert banner is shown when one or more certificates have expired, with a "Show expired only" shortcut to filter instantly.
- An amber alert banner is shown when certificates are expiring within 30 days (only displayed if there are no expired certificates).
Filtering and Search
| Control | Behaviour |
|---|---|
| Search box | Full-text search across certificate type, reference, issuer, responsible person, and notes |
| Block filter | Filter to a single block |
| Type filter | Filter to a single certificate type |
| Status filter | Filter to Valid / Expiring Soon / Expired / N/A |
Filters can be combined. When a status filter is active, a Clear filter button appears to reset it.
Certificate List Items
Each certificate in the list shows:
- Certificate type icon and name
- Reference number (if set)
- Block name and issuer
- Issue date and expiry date (colour-coded by RAG status)
- RAG status badge
Click any certificate row to open its detail view.
Registering a New Certificate
Click New Certificate from the list view toolbar.
Required Fields
- Block — select the block this certificate belongs to
- Issue Date — the date the certificate was issued
Optional Fields
| Field | Description |
|---|---|
| Certificate Type | Defaults to Gas Safety (CP12); changing type recalculates expiry |
| Reference / Certificate No. | e.g. CP12/2025/001 |
| Expiry Date | Auto-populated when Issue Date and Certificate Type are set |
| Next Review Date | When the certificate should next be reviewed |
| Issuer / Engineer | Name of the issuing body or engineer |
| Contractor | Link to an existing contractor in your contractor list |
| Responsible Person | The person responsible for arranging renewal |
| Certificate File URL | Direct URL to the certificate document |
| Notes | Observations, defects noted, remedial actions required |
Auto-Calculated Expiry Dates
When you set an Issue Date, the expiry date is automatically calculated based on the standard renewal period for the selected certificate type. For example:
- A Gas Safety (CP12) issued on 1 Jan 2025 will auto-fill an expiry of 1 Jan 2026 (12 months)
- A Lift Inspection (LOLER) issued on 1 Jan 2025 will auto-fill an expiry of 1 Jul 2025 (6 months)
You can override the auto-calculated date at any time.
Note: Certificates without an expiry date cannot trigger renewal alerts. A warning is shown under the expiry date field if it is left blank.
Certificate Detail View
Click any certificate from the list to open its detail view.
Date Cards
Four cards are shown at the top of the detail view:
- Issued — the issue date
- Expires — the expiry date, with days remaining or days overdue (colour-coded)
- Next Review — the scheduled review date, or "Not scheduled"
- Responsible — the responsible person, or "Unassigned"
Expiry Alert Banners
If the certificate has expired, a red banner is shown with the number of days since expiry and a prompt to arrange immediate renewal.
If the certificate is expiring within 30 days, an amber banner is shown with the exact number of days remaining and a prompt to schedule renewal.
Editing a Certificate
Click Edit to open an inline edit form within the detail view. All fields can be updated, including the stored status value (separate from the real-time derived status). Click Save Changes to apply, or Cancel to discard.
Deleting a Certificate
Click Delete and confirm the prompt. Deletion is permanent and cannot be undone.
Document Access
If a certificate file URL has been stored, a View Document link is shown in the certificate details section, opening the document in a new tab.
Audit Trail
All create, update, and delete operations on certificates are logged to:
- The general audit trail
- The compliance audit trail
This provides a full record of when certificates were registered, modified, or removed, and by whom.
Loading States
Skeleton loading placeholders (not spinners) are displayed while certificate data is being fetched, on both the list view and the detail view.
Empty State
If no certificates exist (and no filters are active), an empty state is shown with a Register Certificate button to get started.
If filters are active but return no results, the empty state prompts you to adjust your filters.