Collect certificates and licenses from employees

Collecting certificates and licenses from employees comes down to a specific request (which document type, both sides, the current version), a submission path that takes the worker under a minute, and a recorded review step so "received" and "reviewed" don't blur into one status. Most collection efforts fail at the second step.

What's the easiest way for employees to submit documents?

The path with no account is the one that works. Workers, and field crews especially, will not create logins, install apps, or remember passwords just to upload a photo of a card. What does work is a one-time link: the worker gets an email, taps it, photographs or attaches the document, and is done. CertFleet, part of Composed Studio, collects documents exactly this way. Workers upload through one-time magic links sent by email, with no login or password ever, and the upload lands directly in that worker's record in the certification tracker instead of an inbox. The same magic-link flow also captures e-signature acknowledgments of policy documents and signed site inspections, so one mechanism covers every "we need something from the crew" case.

How do uploaded documents become tracked records?

Extraction plus review. A photographed CDL or training certificate carries the fields you need (name, credential type, expiry date), and OCR pre-fills them so nobody retypes card data. The pre-filled record then goes to an admin: confirm the fields, check the document against the requirement, approve or reject. Every credential passes that human review before approval, and each step is audit-logged, from upload through extraction, review, and decision. That review trail is what makes the expiry dates you then track trustworthy. The date on the record is one a person confirmed, not one software guessed.

Is collecting a document the same as verifying it?

No, and an honest collection process is explicit about the difference. Reviewing what a worker uploaded confirms the document says what the record says. It does not confirm the document's standing with the body that issued it. CertFleet does not verify documents with the issuing authority, and where your regulator or contract requires primary-source verification, that remains its own process. What collection-plus-review gives you is the layer underneath: every required document actually on file, current, reviewed by a named person, with a trail. That is the working definition of credential compliance as most audits actually test it.