Recording training
The certificate is uploaded by whoever took the course.
“Could you send me the certificate again?”, the PDF that arrives as “scan0012.pdf”, saved in a folder and then copied by hand into the hours spreadsheet. In Formatika every team member has a personal page reached through a link, with no account and no password: they see their courses, download their certificates and upload new ones. You get notified, open the file next to the form, and in one step the course is recorded with the certificate already in place.
A personal link, not one more account
Whoever opens the link sees your company’s name, their own name and the training hours on record. Courses are grouped by year, with date, hours, provider and format, and next to each one a button to download the certificate. A second tab lists the files uploaded but not yet assigned, which can be downloaded again. They do not see colleagues and cannot change anything: they can only add certificates. The link contains a long random code that cannot be guessed, and it expires after one year; when you share it again with “Copy link”, the year starts over. Downloads, too, go through temporary links that last one hour. The page shows your company’s logo and, if you have set them, its colours.
How it works
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Send the link
If the team member has an email address, the link goes out automatically when you add them, and you can send it again with “Send link”. Without an email you use “Copy link” and paste it wherever you like. “View public page” shows you what they see.
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The team member uploads
They drag in the PDF or image, up to 20 MB, and can indicate the subject area or module it relates to. The file appears straight away among their pending certificates.
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You assign it
You receive an email, a notification in Formatika and a counter next to Collaborators. With “Review” the file opens next to the form: course, date, hours and provider, you save, and the record is created with the certificate attached.
Certificates come in. You assign them.
What you can do
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No account, no password
The team member opens the link and they are in. No invitation to accept, no extra licence, no forgotten password to recover.
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Their history, always at hand
Courses grouped by year, with total hours and the certificate to download. When they need a copy, they get it themselves instead of asking you.
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A link that does not last forever
A random code that cannot be guessed, a one-year expiry, downloads through links that last one hour. Whoever opens it sees only their own training.
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The alert reaches whoever has to act
The email goes to whoever added the team member, or to the administrators if that person is no longer there. Inside Formatika: the notification, the counter and the “Pending certificates” box on the dashboard.
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Review with the file alongside
The PDF or image on the right, the form on the left with suggestions from the course catalogue. The area or module the team member indicated is already filled in: you confirm or change it.
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Hours count only once you approve
The team member does not enter hours or edit courses: they hand in the document. It is the record you create that enters the compliance count.
Frequently asked questions
Is the link secure? What does whoever opens it see?
The link contains a very long random code that cannot be worked out from the name or any other data, and it expires after one year. Whoever opens it sees the company name, the team member’s name, their courses with hours, dates and providers, their certificates and pending files; they see no one else and cannot change anything. The email that sends it warns that the link is personal and must not be shared.
Can team members change their own hours?
No. From the personal page they can only upload certificates and, if they wish, indicate the area or module they relate to. Course, date and hours are entered by you when you assign the file, and only from that moment do they count towards compliance.
Who is notified when a certificate comes in?
The email goes to the person who added that team member to Formatika; if they cannot be found, to the company’s administrators. Administrators also receive the in-app notification. Anyone restricted to the team members assigned to them sees only those people’s certificates in the queue.
The other Formatika features
Keep mandatory training under control
Request a demo: we’ll show you how Formatika counts the hours, collects the certificates and flags who is behind.
Alex