Everything You Need to Manage and Verify Certificates
From creating certificates to tracking expiry dates, CertLister has all the tools schools and training centers need to stay organized and compliant.
CERTIFICATE VERIFICATION SYSTEM
Public Certificate Verification System
Stop answering verification emails. CertLister is a complete credential verification platform that lets students, employers, and licensing boards verify certificates themselves—anytime, anywhere, without logging in. Our credential verification platform provides instant, secure certificate authentication without the administrative burden.
Instant Public Verification
What It Is:
Anyone can verify a certificate by entering the certificate number or recipient name. Results appear instantly with all the details they need.
Why It Matters:
Your students apply for jobs. Employers want to check if certificates are real. Instead of calling you, they verify it themselves in 10 seconds. You save time, they get instant answers.
How It Works:
- Share a verification link with certificate holders
- Anyone can search by certificate number or name
- Results show certificate details, issue date, and status
- No account or login required
- Works 24/7, even when your office is closed
Embeddable Verification Widget
What It Is:
Add a verification box to your school’s website. Visitors can verify certificates without leaving your page.
Why It Matters:
Build trust by making verification easy. Show the world you stand behind your certifications. It’s like having a verification desk on your website that never closes.
How It Works:
- Copy a simple code snippet
- Paste it into your website
- Visitors search and verify without leaving your site
- Matches your organization’s branding
- Mobile-friendly and fast
TRAINING RECORDS MANAGEMENT
Training Records Management Made Easy
Keep all your training records organized in one place. Find any certificate in seconds. Upload hundreds at once. Finally, a system that grows with you.
Bulk CSV Import
What It Is:
Upload a spreadsheet with hundreds or thousands of certificates. Our system validates everything and imports it all in minutes.
Why It Matters:
You’ve got years of certificates in Excel. Moving them one by one would take forever. With CSV import, you can migrate everything in an afternoon. Perfect for when you’re switching from paper or old software.
How It Works:
- Download our CSV template
- Fill in your certificate data (or use your existing spreadsheet)
- Upload the file
- We check for errors and duplicates
- Confirm and import—done!
Smart Features:
- Download our CSV template
- Fill in your certificate data (or use your existing spreadsheet)
- Upload the file
- We check for errors and duplicates
- Confirm and import—done!
Category Organization
What It Is:
Sort certificates into categories like “CPR Training,” “First Aid,” or “2024 Graduates.” Create as many as you need.
Why It Matters:
You run multiple programs. Finding certificates shouldn’t mean scrolling through everything. Categories keep things tidy and make finding what you need instant.
How It Works:
- Create unlimited categories
- Assign certificates when you create them
- Bulk assign categories to multiple certificates at once
- Filter by category to see just what you need
- Merge categories if you change your structure
Powerful Search and Filters
What It Is:
Search by name, certificate number, or course title. Filter by status, category, or date range. Find exactly what you’re looking for in seconds.
Why It Matters:
“Can you find Sarah’s CPR certificate from last year?”
With good search, that’s a 5-second task instead of a 5-minute hunt through folders.
How It Works:
- Type to search across all fields
- Filter by Active, Expired, or Revoked status
- Filter by category or date range
- Sort by date, name, or certificate number
- See total count of matching certificates
Bulk Export to CSV
What It Is:
Download all your certificates (or just filtered results) as a CSV file. Perfect for reports, backups, or sharing with other departments.
Why It Matters:
Your HR department needs a list of all active certifications. Your auditor wants to see expired certificates from last year. Export what you need in one click—no copy-pasting.
How It Works:
- Click “Export to CSV”
- Download includes all certificate details
- Opens in Excel or Google Sheets
- Use for reports, backups, or sharing
- Export everything or just selected certificates
CERTIFICATE DATABASE & REGISTRY SYSTEM
Secure Certificate Database & Registry System
Store all your training certificates, professional credentials, and compliance records in one centralized certificate database. CertLister’s certificate registry system provides secure, organization-specific storage with powerful search capabilities and real-time synchronization across all devices.
Centralized Certificate Database
What It Is:
A secure cloud-based certificate database that stores all your certificates in one organized location. Every certificate is instantly searchable, backed up automatically, and accessible from anywhere.
Why It Matters:
No more digging through filing cabinets or Excel spreadsheets. Your entire certificate database is online, searchable, and always up to date. When someone asks “Where’s Sarah’s CPR certificate from 2024?” you’ll have the answer in 5 seconds instead of 5 minutes.
How It Works:
- Download our CSV template
- Fill in your certificate data (or use your existing spreadsheet)
- Upload the file
- We check for errors and duplicates
- Confirm and import—done!
Smart Features:
- Unlimited certificate storage (Pro plan)
- Cloud-based access from any device
- Automatic backups every 24 hours
- Organization-specific data isolation for security
- Real-time synchronization across multiple users
- Export your entire database anytime (CSV/PDF)
Certificate Registry System
What It Is:
A certificate registry system that maintains an official record of every certificate issued by your organization. Each certificate gets a unique number and permanent record in the registry.
Why It Matters:
Employers and auditors need proof that certificates are real. Your certificate registry system acts as the single source of truth. Anyone can verify a certificate against your official registry—building trust and preventing fraud.
How It Works:
- Every certificate automatically added to registry
- Unique certificate numbers for tracking
- Public verification against registry records
- Tamper-proof audit trail
- Permanent record retention
- Compliance with accreditation requirements
Advanced Database Search
What It Is:
Search your certificate database by recipient name, certificate number, course title, category, or date range. Find exactly what you need in under 2 seconds.
Why It Matters:
Managing 500+ certificates? Advanced search means finding any record instantly. Filter by date range to see all certificates from last quarter. Search by category to see all CPR certifications. Powerful search saves hours every week.
How It Works:
- Full-text search across all fields
- Filter by status (Active/Expired/Revoked)
- Filter by category or date range
- Sort results by any column
- Save frequent searches for quick access
- Real-time results as you type
CERTIFICATE EXPIRATION TRACKING
Certificate Expiration Tracking That Works
Never scramble to figure out whose certification is expiring. See everything at a glance. Update dates in bulk. Stay ahead of expiry deadlines without the stress.
Automatic Status Updates
What It Is:
Certificates automatically change from “Active” to “Expired” when they pass their expiry date. No manual work required.
Why It Matters:
Compliance certifications expire. When someone’s CPR certification expires, their status should reflect that immediately. You shouldn’t have to update statuses by hand—the system does it for you.
How It Works:
- Set expiry dates when creating certificates
- System checks dates automatically
- Status changes from Active to Expired when date passes
- Filter to see only expired certificates
- Visual indicators show expiry status at a glance
Dashboard Expiry Overview
What It Is:
Your dashboard shows how many certificates are expiring soon, this month, or have already expired. See the big picture instantly.
Why It Matters:
You manage 500 certificates. Ten expire next week. You need to know now, not when someone asks. The dashboard gives you that heads-up so you can plan renewals.
How It Works:
- Dashboard shows expired certificate count
- Visual charts show monthly trends
- Click any number to see the actual certificates
- Track certification status over time
- Spot patterns and plan training sessions
Bulk Expiry Updates
What It Is:
Select multiple certificates and update all their expiry dates at once. Perfect when you run annual recertification programs.
Why It Matters:
Your whole team just completed recertification training. You need to extend 50 expiry dates by one year. Bulk updates let you do it in 30 seconds instead of 30 minutes.
How It Works:
- Filter or search to find certificates
- Select the ones that need updates
- Set a new expiry date
- Apply to all selected certificates at once
- Confirmation before changes save
Expiry Date Filtering
What It Is:
Filter certificates to show only those expiring in the next 30 days, 60 days, or any date range you choose.
Why It Matters:
You want to send renewal reminders. Finding certificates expiring next month should take seconds. Custom filters let you plan ahead and stay proactive.
How It Works:
- Set custom date ranges
- See certificates expiring in next 30/60/90 days
- Sort by expiry date (soonest first)
- Save filter settings for quick access
- Export filtered results for reminders
PROFESSIONAL CERTIFICATION TRACKING
Professional Certification Tracking for Organizations
Track employee certifications, professional licenses, and mandatory training with our professional certification tracking system. Designed for corporate training departments, healthcare facilities, construction companies, and any organization managing professional credentials and compliance requirements.
Employee Certification Management
What It Is:
Complete professional certification tracking for your workforce. Track who has which certifications, when they expire, and who needs renewal training. Perfect for managing CPR, OSHA, safety training, professional licenses, and equipment certifications.
Why It Matters:
Compliance violations are costly. If an employee’s forklift certification expires and they have an accident, you’re liable. Professional certification tracking ensures you always know who’s certified, who’s expiring soon, and who needs immediate renewal.
How It Works:
- Track unlimited employees and certifications
- Assign multiple certifications per employee
- Set different expiry dates for each certification type
- Filter by employee, department, or location
- See certification status at a glance
- Export compliance reports for auditors
Multi-Industry Support
What It Is:
Track certifications across any industry: healthcare (CPR, BLS, ACLS), construction (OSHA, safety), manufacturing (equipment certifications), corporate (professional development), and more.
Why It Matters:
Different industries have different certification requirements. Healthcare needs CPR tracking. Construction needs OSHA compliance. Our professional certification tracking system adapts to your industry’s specific needs without forcing you into a one-size-fits-all solution.
How It Works:
- Create custom certification categories for your industry
- Set industry-specific expiry periods
- Track certifications by location or department
- Generate industry-compliant reports
- Support for both mandatory and optional certifications
- Flexible enough for any professional credential type
Compliance Reporting for Audits
What It Is:
Generate compliance reports showing who’s certified, who’s expired, and who needs renewal. Export formatted reports for auditors, HR, or management in seconds.
Why It Matters:
Auditors ask “Prove everyone on-site has current safety certifications.” Instead of scrambling through files, you export a report showing 100% compliance. Professional certification tracking makes audits stress-free.
How It Works:
- One-click compliance reports
- Filter by date range, department, or certification type
- Export to CSV or PDF
- Show certification status for all employees
- Include expiry dates and renewal timelines
- Audit-ready formatting
COMPLIANCE TRACKING PLATFORM
Stay Compliant With Our Compliance Tracking Platform
Meet audit requirements without breaking a sweat. Track who’s certified and who needs renewal. Generate reports in seconds. Your compliance tracking platform that actually makes compliance easier.
Visual Dashboard Analytics
What It Is:
See your certification data as charts and graphs. Total certificates issued, active vs expired, monthly trends—all in one view.
Why It Matters:
Your director asks “How many people completed safety training last quarter?” You need the answer now, not after an hour of counting in Excel. Visual dashboards give you instant answers.
How It Works:
- Dashboard loads when you log in
- See total certificates, active, and expired counts
- Monthly issuance trend line chart
- Category distribution pie chart
- Percentage changes from last month
Status Management
What It Is:
Mark certificates as Active, Expired, or Revoked. Bulk update statuses when needed. Track the entire lifecycle from issue to expiration.
Why It Matters:
Sometimes you need to revoke a certificate (employee left, misconduct, etc.). Status management lets you do this instantly, and that certificate shows as revoked when anyone verifies it.
How It Works:
- Three statuses: Active, Expired, Revoked
- Change status individually or in bulk
- Revoked certificates still appear in searches (with revoked status)
- Filter by any status
- Status shown clearly in verification results
Audit-Ready Verification Logs
What It Is:
Every time someone verifies a certificate, we log who checked it, when, and from where. Full audit trail included.
Why It Matters:
Auditors love paper trails. “Prove that employers actually verify your certificates.” Done. Here’s a report showing 200 verifications last month. Professional, documented, audit-ready.
How It Works:
- Every verification automatically logged
- View logs in your dashboard
- See IP address, timestamp, and certificate checked
- Export logs as CSV for auditors
- 30-day verification trends visible
Monthly Trend Reports
What It Is:
See how many certificates you issued each month for the past 6 months. Spot trends, plan capacity, and show growth.
Why It Matters:
Your training program is growing. You issued 50 certificates in January and 150 in June. Trend reports help you plan staffing, budget for materials, and show impact to stakeholders.
How It Works:
- Automatic monthly calculations
- Visual line chart shows trends
- Compare month-over-month changes
- Filter by category to see program-specific trends
- Export data for presentations
Complete Certificate Lifecycle Management
Manage certificates from creation to expiration and beyond with CertLister’s certificate lifecycle management platform. Track every stage of the certification process: issuance, active status, expiration warnings, renewal, and archival. Automated workflows ensure nothing falls through the cracks.
Full Lifecycle Tracking
Our certificate lifecycle management system handles every stage:
- Issuance – Generate and distribute certificates
- Active – Verify and manage valid certificates
- Expiring Soon – Automatic reminders at 30, 60, 90 days
- Expired – Track and flag expired certifications
- Renewal – Re-issue updated certificates seamlessly
- Archive – Maintain historical records indefinitely
Automated Status Updates
Certificates automatically transition between lifecycle stages based on dates. No manual work required. Active certificates become "Expiring Soon" 30 days before expiry, then "Expired" on the expiry date.
Renewal Management
Track which certificates need renewal and when. Filter to see all certifications expiring in the next 30/60/90 days. Plan renewal training sessions based on upcoming expirations.
Historical Record Retention
Even after expiration or revocation, certificates remain in your database for historical reference and audit compliance. Complete audit trail from issuance to archival.
Lifecycle Reporting
`Generate reports showing certificates at each stage of the lifecycle. See how many are active, expiring soon, expired, or archived. Perfect for capacity planning and compliance reporting.`
SECURITY & RELIABILITY
Your Data Is Safe With Us
We take security seriously so you can sleep well at night.
Bank-Level Security
Your data is encrypted at rest and in transit. We use the same security standards as banks and financial institutions.
Complete Data Isolation
Your organization’s data is completely separate from everyone else’s. We use database-level isolation for maximum security.
Google Cloud Infrastructure
Hosted on Google Cloud Platform with 99.9% uptime. Your certificates are available when you need them.
Automatic Backups
Daily backups mean your data is always safe. Even if something goes wrong, we can restore everything.
Access Control
Create multiple users with different permission levels. Admins get full access, staff get limited access. You control who sees what.
CERTIFICATE CREATION & GENERATION
Create Professional Certificates in Seconds
Choose from beautiful templates. Fill in the details. Generate a PDF. It’s that simple.
Professional Templates
Three gorgeous certificate designs (Classic, Modern, Elegant). Pick one and you’re ready to go. No design skills needed.
One-Click PDF Generation
Select a template, add recipient details, click generate. Your professional PDF is ready to download and send in seconds.
Bulk Generation
Import certificates via CSV and generate all the PDFs at once. Perfect for graduating classes or training cohorts.
Cloud Storage
Every PDF is stored securely in the cloud. Download anytime, from anywhere. Never lose a certificate again.
ADDITIONAL FEATURES
And There's More
Multi-User Support
Add team members with different roles. Admins can do everything, managers can create certificates, users can view only.
Mobile Friendly
Manage certificates from your phone or tablet. The entire system works on any device.
Import from Anywhere
Moving from paper, Excel, or old software? Our CSV import makes migration painless.
Export Everything
Export your data anytime. You’re never locked in. It’s your data, take it wherever you want.
Fast Search
Find any certificate in under 2 seconds, even with thousands in the system.
Dark Mode
Prefer dark backgrounds? We’ve got you covered with automatic theme switching.
Ready to Get Organized?
Join schools and training centers using CertLister to save hours every week and stay compliant effortlessly.