How to use CertFlow.
Short, step-by-step guides to getting things done in CertFlow, from adding your first site to issuing a certificate.
Getting started
How to add a client
Add a company (your client). Clients own the sites and assets you inspect.
1 minHow to add a site
Create a site, the physical location where your assets live, and link it to a client.
2 minHow to register an asset
Add an asset to the register, give it a discipline and inspection template, and link it to a site.
2 minHow to schedule a job
Plan an inspection or maintenance visit: pick the client and site, choose the assets, set a date and assign engineers.
2 minHow to invite your team
Invite engineers, managers and admins into your workspace and set what each can do.
1 minCompliance
How to run an inspection
Start a report, pick the discipline, template and asset, then complete the inspection. CertFlow turns it into a certificate.
3 minHow to generate and send a certificate
Every completed inspection produces a branded certificate. View it, download the PDF, or email it to the client.
2 minUsing the compliance register
See the live compliance status of every asset: what is overdue, due soon or failed, plus pass-rate trends.
2 minOperations
Using the calendar
See every scheduled job at a glance, drag due work onto the calendar to schedule it, and reschedule by dragging.
2 minQR asset tags and scanning
Bind a CertFlow QR sticker to each asset, then scan it on site to jump straight to the asset and its inspection.
2 minThe mobile and offline app
Install CertFlow on any phone or tablet. It runs like a native app, works fully offline, and syncs automatically.
2 minClients & finance
Create and send a quote
Build a professional quote with line items, send it to your client as a secure PDF link, then turn an accepted quote into a job or invoice in one click.
2 minRaise and send an invoice
Bill for completed work, send the invoice as a secure PDF link, and record payments so your outstanding balances and aged debtors stay accurate.
3 minGive clients access to their portal
Give each client their own secure login to view their sites, assets, certificates, reports and invoices, any time, without emailing files back and forth.
2 minTeam & competency
Track team qualifications
Record each engineer’s tickets and certificates with expiry dates and evidence, then verify them so only qualified people get assigned to work.
2 minRead your team’s skills matrix
See at a glance who holds which qualifications, whose are expiring soon, and where you have gaps, across your whole team.
2 minSet working hours, time off and on-call
Tell CertFlow when each engineer is available, book time off, and set the on-call rota, so the calendar and scheduler only offer people who can actually go.
2 minSettings & admin
Brand your certificates and reports
Add your logo, accent colour and contact details once, and they appear on every certificate and report PDF you generate.
2 minCustomise asset templates
Templates decide what engineers capture for each asset type and how the certificate reads. Use the built-in ones or build your own.
3 minControl roles and permissions
Decide exactly what each role, from Admin to Client, can see and do. Changes apply immediately and are enforced at the database level.
2 min