Every certificate sits under the job it was written for
In CertSync PRO, each certificate can be filed under the job it belongs to, so a job's paperwork is one list. A certificate already records an address and a date; filing it under the job means you can ask what is outstanding on the Maltings instead of searching by date.
One job, one list
- Every certificate sits under the job it was written for.
- The paperwork for a forty-plot development is one list instead of forty searches.
- CertSync suggests the job when a certificate looks like it belongs to one, and says why.
- Who can see what follows the same rules as the rest of your certificates.
- Emailing a job’s signed certificates to the customer is one action, with the plan shown to you first.
From a signed certificate to the job's paperwork
Filing is a step after the certificate, not a new way of writing one.
- Write the certificate as you always doNothing about the certificate changes. The EIC, EICR, minor works or specialist certificate is filled in, checked and signed the same way it is for a job with no project.
- File it under the jobThe certificate's Project card lists the open projects for that customer, each with the reason it was offered: the same site, a matching postcode, dates that line up, or simply the same customer. Choose one and it is filed. Filing needs a connection.
- No job yet? Start one from the certificateIf the customer has no open project, the same card offers to start one, with the customer carried across from the certificate.
- Work from the jobOpen the job and its certificates are listed together, whoever wrote them, subject to who is allowed to see each one.
- Send the signed ones to the customerFrom the job, ask CertSync to email the signed certificates. It shows the plan first and sends nothing until you confirm.
Suggested, then confirmed by you
All 13 certificate types can be filed under a project. When a certificate looks like it belongs to a job, CertSync suggests the match and shows its reasoning: the certificate is for one of the project's sites, the postcode matches, it was raised while the project was running, or the only thing in common is the customer, in which case it tells you to check. You confirm it. Nothing is attached behind your back, because a wrong link is worse than an unlinked certificate you can still find by date.
Only open projects are offered. A finished or cancelled job is not a place to file new paperwork, and a certificate can be removed from a project if it was filed in the wrong place.
Visibility follows the same rules as the rest of your certificates: the people who could see the document before it was attached can still see it afterwards. Attaching a certificate to a project changes nothing about who is allowed to open it, and being booked on a job does not let someone open certificates they could not open before.
The paperwork is checked before the job closes
When someone goes to mark a job complete, CertSync reads the certificates filed under it and lists any that are still unsigned or record a C1 (danger present) or C2 (potentially dangerous) observation, with the reason for each. It does not infer that a job is finished because its certificates are signed, and it does not refuse to close one that is not. The person closing the job decides, with the facts in front of them.
This is the part a filing cabinet cannot do. Forty separate certificates searched by date cannot tell you that plot 17 still has an unsigned minor works certificate; the job can.
Sent together, once you confirm
Linking certificates to a job makes them findable together, and from the job screen you can email the signed ones to the customer in a single action, with an optional personal message. Only signed certificates go out. Anything still in draft is listed with the reason it was left out, rather than quietly dropped.
You see the plan before anything leaves: who it goes to, and how it splits into several emails when the attachments are too large for one. Nothing is emailed until you confirm it. There is no picker for a different address: each certificate goes to the customer already on that document.
Part of CertSync PRO
Writing, signing and sending certificates one at a time is in every plan. Filing them under jobs, and sending a job's signed certificates together, comes with Projects in CertSync PRO. See pricing for what a team of your size costs.
Questions about certificates and jobs
How do I link a certificate to a job in CertSync?
From the certificate's Project card. It lists the open projects for the certificate's customer with the reason each one is suggested, and you choose where to file it. You can also start a new project from the certificate, or remove it from a project later.
Does CertSync link certificates automatically?
No. It suggests a project when a certificate looks like it belongs to one, and you confirm. A wrong link is worse than an unlinked certificate you can still find by date, so nothing is filed behind your back.
Which certificate types can be filed under a job?
All 13 certificate types CertSync supports, from the EIC and EICR to fire alarm, emergency lighting, EV charge point and solar PV certificates.
Are unsigned certificates sent to the customer?
No. Only signed certificates are emailed. Anything still in draft is listed with the reason it was left out, so you can finish it and send it separately.
Can I send the certificates to a different email address?
No. Each certificate goes to the customer already recorded on that certificate. The plan you see before confirming shows who each one is going to.
What happens when I close a job with paperwork outstanding?
Before you confirm, CertSync lists the certificates on the job that are unsigned or record a C1 or C2 observation, and says why. It is a warning, not a block: closing the job is still your decision.