A training matrix that keeps itself in date, with DBS and checks beside it.
Say which courses each role needs and KivoHR shows who is in date, who is due and who has lapsed, reminds them before it happens, and won’t give a shift to someone missing a course you’ve marked as needed for the rota. DBS and the other checks a role needs sit in the same place, with their renewals.
14 days free · no card needed
Training matrix · Hillside
Example-
1
Set what each role needs
Courses for everyone, a job title, a site or a department, with how often each must be renewed.
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2
Check the certificates
A certificate counts once someone else has checked it. With AI switched on, the course and dates are read from the upload for you.
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3
Stay in date
Reminders go out ahead of each renewal, the manager hears at the last one, and the rota won’t use a lapsed course you’ve marked as needed for it.
Criminal-record checks
DBS, AccessNI, Disclosure Scotland and PVG, tracked.
Record basic, standard and enhanced checks, with or without the barred lists, wherever in the UK your staff are. Update Service checks are recorded with the person’s consent to you. Certificate copies are kept no longer than six months after your decision, and checks that expire are reminded 60, 30 and 7 days ahead.
Checks · Margaret Okafor
Senior carer · Oak House
Enhanced DBS with barred lists Seen 4 Mar
Update Service, with consent Checked 1 Oct
NMC registration In date
Two references Both in
Other checks
Every check a role needs, in one list.
Professional registration with the NMC, GMC, HCPC and other regulators, driving licences, overseas criminal records, qualifications, health clearance, SIA licences and more. Those that expire have their renewal, and Documents → Expiring shows everything due across every site.
Due in the next 60 days
All sites
Daniel Hughes · driving licence 20 days
Callum Adams · SIA licence 34 days
Li Wei · HCPC registration 52 days
Sessions
Book the course from the same screen.
Run your own sessions with places and a waiting list, let staff ask for a place, mark who attended, and keep the training budget and what has been spent against it.
Moving and handling · 12 Nov
Hillside · 8 places
Booked 7 of 8
Waiting list 2
Budget used £320 of £4,000
AI Certificates read for you
Upload a pile of certificates. Kivo reads the dates.
With AI switched on, upload training certificates and it reads the person, the course and its dates, working out the expiry from the course when the page gives none. Anything unclear is marked to look at on its own, and a certificate staff upload arrives already read for whoever checks it.
AI Identity and right-to-work documents are never sent: those checks stay with a person. AI in KivoHR
Read certificates
2 pages uploaded · nothing saved yet
PersonLena James Matched
CourseMoving and Handling of People Matched
Completed14 Sep 2026 Read
Valid until14 Sep 2027 Read
Page 2 · date unclear, “0? Aug 2026”Needs a look
Read by AI Confirm 1 as checked by me
Training and checks: common questions
Does KivoHR apply for DBS checks?
No. You apply through your usual route and record the result. Update Service checks are recorded with the person’s consent.
Can expired training keep someone off the rota?
Yes. If a course their role requires has expired, the rota won’t give them the shift, unless a manager records a waiver of up to 30 days.
Is training part of the nightly audit?
No. Training and checks have their own reminders and the matrix, kept apart from the audit’s score.
Can we run our own training sessions?
Yes, with places, a waiting list, attendance and a budget.
Everyone in date, without the spreadsheet.
14 days free, no card needed.