Bulk Recording & Evidence Package Exports

When teams complete site inductions, toolbox training, or group certifications, recording qualifications one worker at a time takes hours. Similarly, head contractors and safety auditors frequently demand verifiable compliance packages before crews can mobilize on site.

Assignar Pay provides two tools for these workflows: Bulk Credential Recording and Evidence Package Exports.

Bulk Record Competencies

Bulk recording allows you to issue a qualification to multiple workers in a single operation, with options for a shared attendance sheet or individual documents.

How to launch bulk recording

You can launch bulk recording directly from the qualification catalog:

1. In the sidebar, open Compliance → Competencies.
2. On the Catalog tab, find the qualification (e.g. Site Induction or First Aid).
3. In the Covered workers column, click the {count} workers button.
4. Alternatively, click the qualification to open the Competency Detail Sheet and click Record for Workers in the header.

Step 1: Select workers

The Bulk Record Competency dialog opens on the worker selection screen:

• Filter tabs:
  • All ({count}) — lists all active employees in your account.
  • Selected ({count}) — filters the list to currently checked workers.
  • Holding ({count}) — workers who already hold this qualification (useful for renewals).
  • Not Holding ({count}) — workers who do not yet have this qualification.
• Worker status badges: Each worker row displays their current holding status, such as Valid, Expiring, Expired, or Not held.
• Selection: Check the box next to each worker, or click Select all {count} workers in company to include your entire crew.
• Click Next: Training Details.

Step 2: Training and credential details

Enter the details that apply across the training session:

• Credential / Certificate # (Optional) — enter a course code, group certificate number, or leave blank.
• Issuer / Training Provider (Optional) — enter the training organization (e.g. Safety Training Academy).
• Issue / Training Date — select the completion date.
• Expiry Date — select the expiration date (if the qualification expires).
• Renew & supersede existing active records — check this box if the workers already hold older active records for this ticket. The system creates a new active holding and marks previous records as superseded without losing audit history.
• Notes (Optional) — add training remarks or session notes.

Step 3: Choose evidence mode

Select how certificate documentation is provided:

• Shared Document (most common for group training) — upload a single attendance sheet, sign-in register, or group certificate (PDF, DOCX, XLSX, or images up to 20 files, 20MB). Check the confirmation box ("I confirm this document covers all {count} selected workers").
• Individual Documents — presents an individual file upload dropzone for each chosen worker, allowing you to attach distinct card photos or certificates while sharing the session dates.
• No Attachment — available only if the catalog qualification has Requires document switched off.

Step 4: Submit and review outcomes

Click Record Credentials for {count} Workers.

The system processes the workers in the background and reports live outcomes:

• Saved (Green checkmark) — successfully recorded and linked to the worker's compliance profile.
• Rejected (Red alert) — rejected due to validation errors (e.g. invalid date range).
• Network protection: If a connection drops during processing, unconfirmed entries are quarantined to prevent accidental duplicate credentials. You can safely retry rejected or unsent workers.

Export Evidence Packages

Before stepping onto an tier-one site, principal contractors often require an induction evidence pack proving every worker's tickets are active, verified, and backed by certificates.

The Evidence Package Export bundles a worker's active credentials, certificate files, and a generated compliance summary card into a signed ZIP archive.

Export a worker's evidence package

1. In the sidebar, open Users (or Employees).
2. Click the worker to open their profile drawer and switch to the Roles & Competencies tab.
3. In the top action bar, click Export Evidence Package.
4. The Export Evidence Package dialog opens:
   • Review the checklist of active qualifications.
   • All active credentials with documents are selected by default. You can deselect any qualifications you do not wish to share.
5. Click Generate Package.

What the ZIP archive contains

While the package generates, the dialog displays Assembling compliance package.... Once ready, click Download Archive to save worker-compliance-{worker_slug}-{YYYY-MM-DD}.zip.

The generated package contains:

worker-compliance-john-smith-2026-09-09.zip
├── compliance-summary.pdf
├── manifest.json
└── evidence/
    ├── white-card-cert-scan.pdf
    ├── hrwl-dogging-rigging.png
    └── first-aid-hltaid011.pdf

1. compliance-summary.pdf — A formal A4 compliance summary report rendered with your company logo and header, the worker's assigned roles, compliance completion status, and a full table of active credentials with license numbers, issue dates, and expiry dates.
2. evidence/ folder — The exact certificate, license, and ticket files uploaded for the included qualifications.
3. manifest.json — An immutable audit manifest recording export metadata, worker information, and SHA-256 cryptographic hashes for every document in the package.

Security and link expiration

• 24-hour expiration: For data privacy and storage hygiene, evidence package ZIP files expire 24 hours after generation. An hourly background task cleans up expired archives.
• Download security: Downloading an evidence package generates a 60-second secure signed URL. The system re-verifies that the requesting user holds active Payroll: View and Documents: View permissions before releasing the download stream.