Define what your operation requires
Create each capability with a clear name and type: training, qualification, skill or capability. Turn on expiry tracking for anything renewable, like screenings, licences and certificates.
Staff & Workforce
Qualifications that decide who gets the shift.
Every qualification, clearance and check lives on the staff record, backed by the actual document. When evidence is due to expire, BondiByte chases the renewal, and staff without current mandatory evidence are simply not offered the shifts that require it.
What you get with Capabilities & qualification expiry.
- Capability definitions and document types
Define the qualifications and documents each role needs, so nothing important is left to memory.
- Expiry tracking with reminders
Get ahead of expiring clearances and checks with reminders before they lapse.
- Capabilities gate shift suitability
Staff without the right current qualifications simply aren't offered the shift.
Every capability on the staff profile, backed by real evidence.
Uploading the matching document keeps the capability current.
Why it exists
The problem it solves.
Qualifications usually live in a filing cabinet or a spreadsheet column, and the first anyone hears about an expired first aid certificate is after the shift has already happened. Chasing renewals eats admin hours, and audit preparation becomes a scramble to find paper. BondiByte ties every qualification to the actual evidence document, tracks expiry, and keeps staff without current evidence off the shifts that require it.
How it works
Evidence flows in automatically
Creating a capability creates a matching staff document type. When the matching document is uploaded and approved against a staff member, their capability record updates automatically, including its expiry.
Set requirements where they matter
Add capability requirements to each site so the roster knows what that site's clients genuinely need. Different sites can require different things.
The roster enforces it
A missing mandatory capability is a hard block: that person is not offered the shift, and the reason says exactly which requirement is missing. Where evidence exists but has expired, the block says so, so you know it is a renewal problem rather than a training gap.
Renewals get chased for you
Expiry reminders go out at the lead times you configure, helping workers and managers act before evidence lapses.
What you can do.
Capability definitions
Name each training, qualification, skill or check the way your auditors and coordinators talk about it, with its own expiry policy.
Evidence-backed by design
Each capability is proven by an uploaded document. Approving the document updates the capability record automatically, so the two never drift apart.
Per-site requirements
Each site lists the capabilities its clients need, and rostering checks candidates against that list.
Expiry reminders
Automatic reminders at the lead times you set, before evidence lapses, not after.
Worker-first chasing
Staff can see their own outstanding evidence and receive configured reminders, moving action closer to the person who can fix it.
Lapsed vs never provided
Expired evidence is called out separately from evidence that was never supplied, so you always know what kind of gap you are looking at.
How it connects.
- Staff record
- Evidence documents
- Capability record with expiry
- Suitability checks
- Smart Rostering
- Audit readiness
You stay in control.
A mandatory requirement blocks assignment outright; an optional one raises a warning managers can weigh up.
Documents staff submit through the portal only become trusted evidence, and only update capabilities, after a manager approves them.
You configure when expiry reminders go out, so chasing starts as early as your operation needs.
You choose what each site requires, so the roster enforces what clients genuinely need rather than a theoretical list.
Learn how to use this feature.
Frequently asked questions.
What happens when a qualification expires?
Reminders go out before the expiry date at the lead times you set. If the evidence lapses anyway, the capability no longer satisfies mandatory requirements, and rostering blocks the person from affected shifts with a note that the evidence on file has expired.
Can staff upload their own certificates?
Yes, through the staff portal and mobile app. Their submissions wait for manager approval before they count as evidence or update any capability.
Do all capabilities need expiry dates?
No. You turn expiry on per capability. Use it for renewable things like screenings and licences, and leave it off for skills that do not lapse.
Can different sites require different capabilities?
Yes. Capability requirements are set per site, so a high-support house can require more than a community access service.
Does missing an optional capability stop someone being rostered?
No. Only mandatory requirements block assignment. An optional gap is surfaced as a warning so managers can make the call.
More in Staff & Workforce.
Staff & Workforce
Staff Management
Onboarding, capabilities and qualification expiry, availability and leave, hour caps, pay levels, contracts and approvals in one connected record.
Staff & WorkforceStaff profiles & onboarding
Add one support worker in minutes, or bring your whole team across in a single CSV import. Every staff record starts complete: contact and emergency details, employment and right to work, pay level, sites and rostering preferences, so rostering, timesheets and compliance work properly from day one.
Staff & WorkforceMax-hours & capacity controls
Set safe working limits once and every roster respects them. Site defaults set the baseline, per-person caps handle real employment arrangements, and Smart Rostering will not assign anyone past their limit.
Staff & WorkforceAvailability & leave
Staff record when they can and cannot work, leave is entered with real dates, and the roster honours all of it automatically. Nobody gets rostered into a window they told you they could not work.
Staff & WorkforceStaff requests & approvals
Swaps, cancellations, open-shift claims, leave, document uploads and AI review items all land in one Approvals queue. Each request arrives with the context to make the call, and every decision leaves a record.
Staff & WorkforcePay levels
Configure pay levels and assign them so timesheet lines carry the right rate.
See Capabilities & qualification expiry in BondiByte
Start your free trial, or book a demo to see it with your own operation in mind.