Everything the register does
Ask for what you need, collect it, decide on it, keep it current and report on it — then the wider network around your vendors: the jobs they work on, their subcontractors, their own accounts and the groups behind them.
Your register at a glance
The dashboard answers the questions that matter before you have clicked anything: how many vendors are active, how many have everything on their checklist on file, what expires in the next 30, 60 and 90 days, what is missing or expired, and which submissions are waiting on a decision from your team. Beneath it sits everything expiring in the next 90 days, so a renewal never arrives as a surprise.
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Ask — say exactly what you need, once
Start from a library of ready-made templates — insurance certificates, licences, tax forms, bonds, training cards, ID, banking details, and agreements such as NDAs, data processing agreements and master services agreements — with your own market's forms listed first. Adopt one and it becomes yours: rename it, add the fields you want recorded, and decide whether it expires, whether a file is required, and whether your team reviews each submission or the vendor's own attestation is enough. Bundle types into named checklists — "Electrical Subcontractor", "IT Supplier", "Cleaning Crew" — mark each item required or optional, add a reference note the vendor sees while uploading, and assign a checklist to one vendor or a hundred at once. Status is always measured against your checklist, item by item: "8/10 on file".
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Collect — a free portal they can use from a phone
Invite a vendor from their row, or as you add them, with a personal note — your workspace keeps a default you can edit before each send. They sign in free and see one thing: your checklist, in plain language, with the guidance you wrote. Guided uploads collect the file, the dates and the fields you asked for; several files can sit on one record, like a certificate and its endorsement pages, and each upload carries their attestation with their name and the date. At a desk with the paper in their hand? A QR code moves the upload to their phone — single-use, and gone after fifteen minutes. Invite several people at one vendor, as owners or members, and file credentials against each of their workers; those count toward the vendor's checklist too. Anything sent back arrives with your reviewer's note saying what to fix.
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Decide — every decision has a name on it
Submissions land in a review queue. Approve, request more information or reject — every decision needs a note, is stamped with the reviewer's name and the time, and the vendor is emailed what you decided along with your note. Types you mark "self-attestation sufficient" skip the queue, and documents your own team records are on file as soon as they are saved, so reviewers only see what needs judgement. Owners, admins and reviewers decide; viewers see everything and change nothing. A renewal never overwrites anything: the previous certificate and every decision about it stay in the history.
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Keep current — renewals that chase themselves
Every document with an expiry date is checked daily. Vendors are reminded 60, 30 and 7 days before and on the day itself — or, from the Growth plan, on any schedule you set — and a vendor who has never signed in is reminded at the email address on their record. As a deadline gets close, or passes, your own team gets a digest of everything needing attention. Each reminder is logged and each step goes out once per document, so you can show who was told, and when. A document counts as current through the whole of its expiry day, and a renewal starts the cycle again from its new date.
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Report — evidence you can hand to an auditor
Download, whenever you need it, where every vendor stands against your checklist, where every vendor stands on each active project, everything expiring in the next 60 days, or the complete decision history — CSVs dated in the filename, each ending with a note on what Credential Register does and does not attest to. Or take everything at once: one ZIP holding every report and every uploaded file, sorted by vendor, worker and document type, with an index tying each file to its record. Every file's SHA-256 fingerprint is recorded the moment it is stored and listed in that index, so anyone can check a copy is exactly the file that was filed. It proves the file hasn't changed; it says nothing about what the document claims.
| Vendor | Document | Status | Attestation |
|---|---|---|---|
| Northside Electrical | GL COI | On file | Approved by J. Doe |
| Peak Plumbing Co. | W-9 | On file | Self-attested |
| Fairway HVAC | WC COI | Missing | — |
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Projects & sites — who is on the job
Construction and facilities teams think in jobs. Create one for each project, site, location or contract, put the vendors working on it there with their trade, and give it a checklist of its own — professional liability for the hospital job, say. While the project is active, its checklist counts toward every vendor on it, alongside their own. Mark it completed or archived and it stops counting, so a finished job never leaves anyone missing paperwork. Each project shows where every vendor on it stands, vendors see which job each request is for, and a project status report lists every vendor on every active project. Call them jobs, sites or anything else, and add as many as you like on every plan.
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Subcontractors — see the chain, not their files
Record which of your vendors work under which, on every plan. From the Growth plan, chains go two levels below a direct vendor and you can let your vendors add their own subcontractors from the portal, each starting on a checklist you choose. Every subcontractor is a vendor in your register in its own right: its own checklist, its own reminders, and uploads that come straight to you, never through the company above. That company sees where its subcontractors' paperwork stands — on file, expiring, missing — and sees their documents only if the subcontractor agrees, read-only, until the subcontractor or you withdraw it. The chain is shown as what it is: who listed whom, and when. It never says the work is covered.
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Vendors who already keep their own records
Many of the businesses you track already catalogue their licences and insurance in their own free Credential Register account — maintained for every client they have, not just for you. Request a connection and, once they accept, the credentials they chose to share arrive as real documents in your register: counted in your checklists, watched for expiry, included in your exports, and waiting in your own review queue. When they renew, your copy follows on its own. What never travels is anybody else's decision — each customer reviews for themselves, and the document carries the vendor's attestation alone. Disconnect whenever you like and you keep everything you already held. And a vendor who isn't connected can still send you a link holding exactly the credentials you asked for — you open it in a browser, no account needed.
Shared credentials carry your attestation. Each client reviews them in their own register.
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One desk for a whole membership
Agencies, franchisors and trade associations run their member companies from management.credentialregister.com: a roster showing every member's credentials at a glance, with the day-to-day paperwork done through the same portal the members themselves use. A certificate the group holds — an association-wide liability policy, for instance — can be stated to cover every member, and is then referenced rather than copied, so a single renewal at the group's desk brings every member's clients current at the same moment. Wherever it appears it names its real holder; a member's own paperwork stays unmistakably theirs.
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Your workspace — your address, your logo, your words
Your workspace has its own address, like acme.credentialregister.com, and your vendors' portal sits right beside it under your company name — and, from the Starter plan, your logo. Anyone who arrives signed out finds a front door with two choices — your staff's sign-in and your vendors' — and a link to your own website if you add one. On Scale and above, both can answer on a hostname you own, such as compliance.yourcompany.com: you add one DNS record, we set up the certificate, and the address we issued keeps working. Call the businesses you track vendors, contractors, suppliers or a word of your own, and their jobs projects, sites or contracts — your dashboard, lists and reports follow. Invite your team as owners, admins, reviewers or viewers, with no per-seat charge on any paid plan.
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Nothing lost, nothing quietly erased
Delete a vendor and its documents, workers and open invitations go to Trash with it; restore it and they all come back together, exactly as they were. Owners and admins can restore anything in your workspace's Trash, and nothing there is ever purged automatically. Your records and files are stored in Canada on private storage, every download is checked as it happens, and nightly backups are encrypted and kept in a second Canadian city.
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Want independent checks on top of your records?
Credential Register is built to take results from third-party verification providers — insurance verification, licence lookups, KYC — and show each one attributed to the provider that gave it.
How verification works →Your whole vendor register, kept current for you
Build a checklist, invite your first vendor, and let renewals chase themselves. Vendors join free, and your team decides what goes on file.
Start your free 14-day trial