Team review and sign-off

Installers submit, supervisors sign, the office sends

In CertSync an installer finishes a certificate and submits it for review. A supervisor or admin checks it in the review queue, then approves and signs it or sends it back with a note. Signed certificates wait in Ready to send until an admin or office user emails them to the customer. It works the same on all 13 certificate types, and if you work alone you sign your own work directly.

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The CertSync Pending review queue on a laptop and a phone: twelve EICRs marked Awaiting review, each with the customer, address, the installer who created it, the date and an Approve button, under counts of 12 in queue and 10 days oldest waiting.

What it does

Exactly what you get

  • Every team member has one of four roles: admin, supervisor, installer or office, each with its own fixed set of permissions.
  • An installer submits their own certificate for review. Only the person who created a certificate can submit it.
  • When a certificate is submitted, the supervisors and admins on the team get a notification, unless they have switched that notice off.
  • The review queue is open to supervisors and admins, who can approve and sign. Installers cannot open it.
  • A reviewer can send a certificate back with a note of 10 to 1,000 characters. It returns to draft, the installer is told why, and it is listed under Rejected until it is fixed and resubmitted.
  • Approving and signing are separate steps. Approval queues the certificate for a signature; only a supervisor or admin can do either.
  • Signing gives the certificate its final number and stores the signed PDF.
  • A signed certificate cannot be edited. A correction is made by issuing a new certificate that replaces it.
  • An admin or supervisor who finishes a certificate signs it straight away, with no review step, so a one-person business signs its own work.
  • Office users can see every certificate on the team at every stage, but cannot create, edit, approve, sign or delete one.
  • Ready to send lists signed certificates that have not yet gone to the customer. Admins and office users send them by email.
  • Only signed certificates can be emailed to a customer.

How it works

Three steps

  1. Finish the certificate and submit it

    The installer completes the certificate and submits it for review. It moves out of their drafts and the team reviewers are notified. Until a reviewer picks it up, the installer can withdraw it back to draft.

    The CertSync certificates list on a laptop showing 178 certificates across a team, with PAT, MEIWC, EIC and EICR rows marked Ready to send, Awaiting signature or Sent, and the installer who created each one.

  2. Review, then approve or send it back

    A supervisor or admin opens the certificate from the review queue. If it is right, they approve it. If not, they send it back with a note, and it goes back to the installer as a draft to fix.

    The Pending review queue on a laptop: EICRs from several installers marked Awaiting review, each row with an Approve button, and filters for type, date and order.

  3. Sign it, then send it

    A supervisor or admin signs the approved certificate, which gives it its final number. It then waits in Ready to send until an admin or office user emails it to the customer.

    The Ready to send list on a laptop: fifteen signed PAT, MEIWC, EIC, EICR, emergency lighting and fire alarm certificates marked Ready to send, each with a Send button.

Good to know

The details

  • Signing does not ask for a code each time. Accounts are protected by two-step sign-in with an emailed code at login, which is on by default.
  • Before approving or signing, CertSync flags every failing reading and lists every problem at once. Anything missing that would make the certificate invalid, such as the overall assessment on an EICR, and any conflicting answers always block it.
  • A signed certificate held back because the job is not finished stays in Ready to send, and only an admin can send it.
  • Installers see their own certificates and their teammates' finished ones, not other people's drafts.
  • Signatures are drawn on screen with a finger or mouse, or uploaded as an image.
  • When a teammate is working in a section of a certificate you share, that section shows as locked by them until they move on.
The Pending review queue on a phone: a list of EICRs marked Awaiting review, with search, filter and sort controls and the app bottom bar.
The review queue works on a phone too, so a supervisor can check submitted work away from the desk.

Questions

Frequently asked questions

I work on my own. Do I need someone to review my certificates?
No. As the admin of your own account, finishing a certificate signs it directly, with no review step. The review queue only comes into play when installers on your team submit work.
What happens when a reviewer sends a certificate back?
It goes back to draft with the reviewer’s note attached. The installer gets a notification quoting the note (unless they have switched that notice off), the certificate appears under Rejected, and once it is fixed they submit it again.
Can office staff send certificates?
Yes. Office users can see every certificate on the team and send signed certificates to customers. They cannot create, edit, approve, sign or delete certificates, and a certificate held back because the job is not finished can only be sent by an admin.
Do I have to enter a code every time I sign?
No. Signing does not ask for a code. Your account is protected at login instead, with two-step sign-in by emailed code switched on by default.
Can a signed certificate be changed?
No. Once signed, a certificate is locked. If something needs correcting, you issue a new certificate that replaces it, and the original stays on record.

Keep reading

Related features, certificates and guides

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All 13 certificate types, one subscription. The first month is free.

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