STAFF COMPETENCY MANAGEMENT
Staff competency management that proves who was qualified, and when
Every qualification, certificate and renewal date for every employee, on one record, with alerts before anything lapses. When an auditor asks who was qualified to do a job, the answer is a search away.
No credit card required.
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26M+ inspections, recorded by
Trusted by
The inspections get done. Proving they were done is the part that costs you.
Know who's qualified, and prove it on the day
A certificate's expiry date is written down somewhere, but nothing flags it before it lapses.
One person's training record lives in three different places, and they don't agree with each other.
Planning next month's training means working through every person's record one by one.
Papertrail.io
PaperEverything you need to evidence a competent, qualified team
Competency Records
See every employee's qualifications, and whether each is valid, in one place.
Certificates & Accreditation
Keep accreditations current, and manage re-certification before anything lapses.
Expiry & Retraining Alerts
Never let a qualification expire: alerts set at whatever frequency suits your team.
Audit Trail & Reporting
A detailed history of every certification and assessment. Export whenever you need a report.
User Permissions
Invite users and control who can see what, folder by folder.
Access Anywhere
Look up any employee's record on mobile or desktop, wherever the job is.
Competency Records
See every employee's qualifications, and whether each is valid, in one place.
Certificates & Accreditation
Keep accreditations current, and manage re-certification before anything lapses.
Expiry & Retraining Alerts
Never let a qualification expire: alerts set at whatever frequency suits your team.
Audit Trail & Reporting
A detailed history of every certification and assessment. Export whenever you need a report.
User Permissions
Invite users and control who can see what, folder by folder.
Access Anywhere
Look up any employee's record on mobile or desktop, wherever the job is.
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Checklist Editor
Inspect
Use manufacturer-approved checklists for any equipment type, from lifting gear to PPE inspection records. Build your own with the Checklist Editor on Expert and Enterprise.
Certifications kept current, by the people who hold them
Papertrail runs across 15 RWE sites with more than 1,600 users.
“Learning Papertrail is a breeze for our technicians. With just a half-hour session, they can easily navigate the system to view records, complete tasks, and manage their certifications.”
Claire Swannick
Logistics Coordinator, RWE Triton Knoll
A contractor's competency records, visible to the site they're working at
PartnerHub connects your account to the organisations you work with, so they see the records you share, and every update to them, in their own workspace.
Invite
Invite any partner outside your account, with no repeat setup after the first connection
Updates
Every new activity, task or note on a shared record stays visible to everyone with access
File
Partners can file shared records into their own folder structure, so it becomes part of their system rather than a link they were sent
- ISO 27001, British Assessment Bureau (opens cvs.babcert.com)
- LEEA Associate Member
- IRATA International Associate Member
- GetApp Category Leaders 2025, GetApp User Reviews 4.7
- Capterra Shortlist 2025, Capterra 4.7 (opens www.capterra.co.uk)
- Software Advice Front Runners 2025, Software Advice 4.7
Common questions
Will my team actually adopt it?
Papertrail is built around how your team already keeps records: open the file, update what's changed, save. RWE's technicians are working in it after a half-hour session, and Hogan Group runs it across a team aged 18 to 79 on minimal training. When questions come up, our support team's average first response time is under 8 minutes.
How fast can we migrate from spreadsheets or another system?
Our team handles the migration for you, so your training records and accreditations are ready to work with rather than waiting on you to key them in. We set up your folder structure, frequencies and states with you first, so every employee record arrives with the right renewal schedule already attached.
Can we track competency by role or site?
Yes. Employee records sit in the same folder structure as the rest of your account, so you can organise by role, site or team, and set permissions at the folder level to control who can see what.
What happens when a certification is about to expire?
Papertrail sends an alert ahead of the renewal date, at whatever notice period you set, so retraining or re-certification can be booked before a qualification lapses, not after.
Can we export competency records for an audit?
Yes. Export any employee's record, or your whole competency register, as a PDF or CSV whenever an auditor asks for it.
See your own staff records, certificates and renewal dates
Start for free and add your first employee records, or book a demo and we'll walk through it with your team.
26 million inspections recorded· No obligation.
Last reviewed on . MJB.