Supplier Certificates and Expiry Alerts
Collect public liability, LOLER and the rest from each supplier, verify them yourself, and get told before they lapse.
What you'll learn
- ✓Seeing what a supplier holds and what is missing for this job
- ✓Asking a supplier to upload certificates with no account
- ✓Verifying an upload before it counts
- ✓Why the check is dated against your load-out
- ✓Expiry reminders, and who gets them
Look at what is missing
Open a job's Suppliers tab and pick a supplier. Above the work orders you see what they hold and what is missing — dated against the day your crew is on site, not against today.
Pro tip: Cover that is valid when you book and expires the week of the show is the failure this exists to catch. Checking against today would wave it straight through.
Ask for what is missing
Click “Request documents”. Whatever is already missing is pre-ticked; add anything else you want on file. You get a link to send them.
Pro tip: Ask for what you actually need. Requesting everything every time is how a supplier learns to ignore your requests.
The supplier uploads
They open the link with no account and no password, and upload each certificate with an issue and expiry date. The expiry is required — a certificate with no expiry cannot satisfy a check dated against your load-out, so accepting one would be an upload that changes nothing.
Verify before it counts
An uploaded document sits as “Awaiting your check”. It does not clear the send gate until you verify it, so a supplier cannot unblock their own job by attaching a blank PDF. Rejecting one records why.
Pro tip: This is deliberate. The screen never shows a document as satisfying a requirement that the database does not honour.
Blocked? Ask instead of overriding
If a work order is blocked, you now have three ways forward: override with a recorded reason, change supplier, or “Ask the supplier for it” — which sends the upload link without touching the draft order. Only the last one actually fixes the problem.
Expiry reminders
On Pro and above you are told 30 days out, 7 days out and on the day — but only for suppliers you have actually worked with in the last year. A certificate expiring for someone you used once in 2024 is not news, and a reminder feature that cries wolf gets filtered to trash.
Pro tip: The vault itself — uploads, storage, verification and the send gate — is free on every plan. What the paid plans add is breadth and the automatic reminders.