Trade licence and insurance register Workflow

Do I need to set up anything before workers can submit documents?

No installation is needed — once your workspace publishes this template, the public request form is live and ready for workers or subcontractors to submit their licence and insurance details straight away. Holders don't need an account; they just fill in the form and get an emailed acknowledgement with their reference number.

Can my team change what happens if a document is still not valid after re-verification?

Yes, you can describe the change you want in plain English or edit the steps directly in the workflow editor. For example, you could add another notification step or change what happens when the status moves to Suspended. Earlier versions of the workflow are kept, so you can review changes over time.

Who is responsible for checking the documents?

The compliance officer is assigned a task to verify each submitted document against the issuer's register or certificate, and records the verification result and notes. If a document is flagged as not valid, the compliance officer gets a follow-up task to record the updated document and re-verification result.

What happens at the first verification decision point?

Once the compliance officer records a verification result, the workflow routes based on that outcome. A verified document moves the record to Current status and the holder is emailed confirmation with the expiry date, while a not-valid result moves the record to Not Compliant status and the holder is emailed the compliance officer's notes on what needs fixing.

What happens if the re-verification also fails?

If the updated document is still marked not valid during re-verification, the record's status is set to Suspended and the holder is emailed to let them know they can't be booked for work until a valid document is on file. If the updated document passes, the status returns to Current and the holder gets confirmation with the new expiry date.

Is this suitable for tracking both workers and subcontractors?

Yes, the request form captures a Holder Type field alongside licence or insurance details, so the same register can track employees and subcontractors side by side. Each submission becomes its own record with a reference number and status, making it straightforward to view everyone's compliance status in one place.

Can my team see the history of what happened on each record?

Each record keeps a timeline of what happened, including status changes, verification results, and notes entered by the compliance officer. Table views and dashboards show records grouped by status, such as Current, Not Compliant, or Suspended, so your team can check where things stand without digging through emails.

Do holders need to log in or create an account to submit documents?

No, holders take part entirely through the public request form and emailed forms — no account is required at any stage. This keeps the process simple for subcontractors who may only interact with the register once or twice a year.

Does this workflow guarantee we're legally compliant with licensing rules?

The workflow records the statuses, verification results, and notes your compliance officer enters, along with a full timeline on each record, which supports your own compliance process. Each business should confirm its own regulatory obligations, as the workflow is a tool to help track and manage documentation rather than a substitute for legal advice.