Proving Training and Certification Compliance for More Than 1,000 Field Workers Across 400+ Bases

The challenge

Government deployment requirements applied to every individual worker, so field readiness carried legal weight. Training records were maintained independently at each base in different formats and on different update cycles; there was no reliable way to aggregate them without calling around. Government compliance reports were compiled manually from base-level records and were vulnerable to gaps and stale data. With no system tracking renewals, lapsed certifications surfaced at the point of deployment, when there was no time left to fix them.

The approach

Docwize treated each training outcome as a structured record and each supporting document as evidence that had to be linked to it. Compliance then became a question the data could answer — for a worker, a base, a course or a period — rather than a report someone had to assemble.

• •Hold training outcomes (course, provider, accreditation status, outcome, dates) in a custom field grid per beneficiary, refreshed monthly alongside payroll, time-and-attendance and base master data
• •Ingest evidence documents — attendance registers, certificates, statements of results, training invoices and identity documents — splitting multi-page scanned bundles automatically and classifying each by document type
• •Link every evidence document to its training outcome record with GridLink, producing more than 65,000 document-to-record links that can be queried in under a second
• •Apply requirement rules by scenario — accredited or non-accredited course, competent or not yet competent — with a certificate, statement of results and interim statement hierarchy, so each outcome shows what is critically missing and what could be upgraded
• •Publish dataviews of evidence completeness by base and period, certifications expiring in the coming weeks, and government-format exports, with the monthly compliance run completing in under ten minutes