Only licensed people on the roster. Every time.

A licence is issued by a regulator: a security licence, a firearms licence, an electrical licence. A compliance is a check or document on file: a police check, a working with children check, a site induction, a medical certificate. TDS Workforce Management keeps both on each person's record with the number, issuing state, class, expiry date and a scan.

A licence counts only once an admin ticks Verified. Changing its number or expiry clears that until it's checked again, and every change is kept in the person's licence history.

• Australia: security licence, firearms, high risk work, electrical, ACMA cabling, white card, working with children check, NDIS worker screening, national police check, VEVO right to work, RSA and traffic control
• Saudi Arabia: iqama, Qiwa work permit, good conduct certificate, Saudi Council of Engineers registration and security guard licence
• Everywhere: photo ID, driver licence, first aid, CPR, medical fitness, working at heights, trade qualification and site induction

Mark the licences a site needs and the rule follows everywhere. The shift form won't save someone who lacks one, hasn't had it verified, or whose licence will have expired by the shift's day. Publishing skips those drafts and lists them first, copies skip them, and a clock-in is refused with a message.

Each day, managers are emailed the published shifts in the next 14 days whose person no longer holds a valid licence for the site, so a lapse doesn't surface on the morning of the shift.

When a licence is renewed, the person photographs it in the app and sends it in. Admins get a push, review it on the staff record, and approve it, which saves it as verified with the scan on file, or reject it with a reason the person sees.

Licences are checked for you every day, looked up with the regulator automatically, and you can check them yourself whenever an audit, a tender or a new client asks.

• Daily: each morning every licence is checked for expiry and verification. Staff are warned 30, 14 and 7 days ahead, and managers are emailed any shift in the next 14 days whose person has lost the cover the site needs
• With the regulator: NSW security licences, which SLED issues, white cards and traffic control cards are looked up on the NSW Government's register through API NSW. New and renewed ones are checked every 4 hours until the register confirms them, then daily, weekly or only on request, as you choose
• On demand: Check now on any licence, Check all on the licences report, and a report of every licence's status and who can lawfully work at each site, ready to download for an audit

If the register shows a licence expired, suspended or cancelled, its verification is removed straight away, so the person can't be rostered or clock in where it's required, and admins get an email and a push. A licence that's current but with a different expiry, or that isn't found, is flagged for someone to look at. Every look-up is kept in the licence history.

First aid and many other certificates carry a QR code that leads to the training provider's own record. Read it from the scan on file, or with the computer's camera, open the issuer's record, and confirm the details match: the licence is verified and the link is kept for audits. It works on certificates sent in from the app too, before they're approved.

The licences report lists every licence of everyone you manage with its status, number, expiry, who verified it and when, and whether a scan is on file. Below it, for each site that requires licences, it lists who can lawfully work there today. It downloads as Excel or CSV.

The organisation's own renewals, such as its master licence, insurance and workers compensation, are tracked too, with warnings 60, 30, 14 and 7 days before each falls due.