What are the key features of qualification management software?

Qualification management systems can revolutionise workflows and lead to significant savings in administration time and resources.


Qualification management software (QMS) is designed to help organisations streamline and automate the process of managing qualifications, certifications, and credentials for employees, contractors, and other stakeholders. It can be useful for those in a wide variety of settings such as awarding bodies, professional associations, membership organisations and regulated industries. The key features of qualification management software typically include:

Centralised Database

A core feature of any qualification management system is a centralised repository for storing and managing all qualifications, certifications, licences, and credentials of individuals within the organisation. This database can be easily accessed and updated as needed, so it can provide a reference point for enquiries on an ongoing basis.

User Profiles

The majority of QMS systems allow for the creation of individual profiles for each person within the organisation featuring personal information, contact details, and a history of their qualifications and certifications. These can be combined with employee self-service portals that allow individuals to view and update their own qualifications and certifications, reducing administrative overhead.

Security and Access Control

Different access levels can be provided for different user levels to provide granular control over who can view, edit, or approve qualifications within the system. In addition robust security measures can be put in place to protect sensitive employee data and ensure that only authorised personnel can access and modify records.

Document Management

The ability to upload and manage relevant documents, such as certificates, licences, training records, and other supporting files is standard throughout qualification management systems. This is a great feature which enables instant access to key information and is also invaluable when it comes to conducting audits and reviews.

Compliance Tracking

Monitoring and ensuring compliance with industry regulations, standards, and internal policies is a feature which many organisations find particularly useful. The software may offer automated alerts for upcoming expirations or renewals, so that individuals can be sent reminders and compliance can be kept up to date.

Automated Notifications

Many QMS systems offer the facility to deliver email or in-app notifications for expiring qualifications, upcoming training requirements, or other important dates. These notifications can help individuals and HR teams stay proactive. They also provide an opportunity to stay in regular contact with members and employees, encouraging engagement and participation.

Workflow Automation

For many organisations one of the hardest parts of qualification management is keeping on track of the verification process. QMS systems allow customisable workflows to be developed for the approval of qualifications which can include supervisor approvals, document submission, and review processes.


The ability to integrate with other HR and workforce management systems, such as HRIS (Human Resources Information System) or LMS (Learning Management System) is crucial when you are considering the introduction of a qualification management system. This will ensure you obtain a holistic view of employee data and training records. Look out for import and export capabilities for bulk data transfer which will speed up the process of ntegration with other systems.

Reporting and Analytics

The best QMS systems will allow you to generate reports and analytics to track compliance, identify gaps in training, and make data-driven decisions. In addition, comprehensive audit logs can be set up that capture all changes made to qualification records, ensuring data integrity and compliance.

Search and Filter Tools

Most systems have user-friendly search and filter capabilities to quickly locate individuals with specific qualifications or certifications. This can be particularly useful in larger organisations or for those with an expansive membership base.

Mobile Accessibility

Mobile-friendly interfaces or dedicated mobile apps, allow users to access and update their qualification information on the go. As more and more people use their mobile devices to carry out daily administrative tasks, this can be an attractive feature for many users.


When reviewing the different features on offer, think about how your organisation might change over time as opposed to just taking into account your current requirements. The best software should be scalable to accommodate the needs of growing organisations from small teams to large scale workforces.

Training and Course Management

When considering the various systems on the market, take a look at how easy it is to access customer support and training resources to help users make the most of the software. Some qualification management software also includes features for managing training courses, scheduling classes, and tracking attendance. 

The specific features and functionalities of qualification management systems may vary depending on the software provider, so you should carefully assess your needs and compare software options to select the one that best aligns with your qualification management requirements. If you need assistance with introducing a QMS system into your organisation, then get in touch with our team today.

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