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Every certificate valid.
Every inspection planned.
Proof for the audit.
OwndUp is the register for every certificate, inspection and obligation with an expiry date. Each date gets an owner, reminders keep chasing until someone acts, and at the audit you show it happened, even when the colleague who always handled it leaves.
An Excel matrix knows when things expire.
It just does nothing about it.
The dates are usually there. But a cell warns no one, names no one and proves nothing. So an expired VCA only shows up once the worker is already turned away at the gate.
No one owns it
A matrix never says who this certificate belongs to. So no one handles it, until it's too late.
It hangs on one person
Marjan knows which inspections are due when. Marjan goes on holiday, gets ill or leaves, and the knowledge leaves with her.
You can't prove anything
At the audit, "we had it in Excel" is not an answer. You have to show that action was taken in time, and by whom.
Outlook warns you and stops.
OwndUp keeps chasing the date.
Five steps, automatic, per date. This is exactly what a spreadsheet with a reminder column can't do.
Watches
Every expiry date in the register is watched, with the lead times you choose, say 90, 60, 30 and 7 days ahead.
Reminds
In time, a reminder goes to everyone who shares the list. Want it narrower? Point it at an email column and the reminder follows the row.
Keeps chasing
If nothing happens, a new nudge follows every week until someone handles the date. One missed email is no longer a missed deadline.
Escalates
If it still sits open, the alert automatically moves on to the backup admin and the admins. The date never falls through the cracks.
Proves
Every reminder sent and every action taken is recorded, per recipient, and stays put. That log is your answer at the audit.
One register for everything that expires and repeats
Certificates and inspections lead, but the same list just as easily carries your contracts, insurance and permits.
Certificates
VCA, first aid, Code 95, ADR, NEN 3140, ISO 9001. With holder, number and validity date.
Inspections
Fire extinguishers, evacuation drills, NEN 3140 inspections, risk assessments: anything inspected or repeated on a cycle.
Fleet & equipment
MOT, insurance, lease, forklift and machine inspections. Per vehicle or unit.
Contracts
Supplier, maintenance, lease. With the notice period included, so your warning lands while you can still cancel.
Insurance
Policies with renewal and notice dates, tied to whoever is responsible.
Permits
Environmental, planning and operating permits, each with its own expiry date and owner.
You've already tried this in Excel and Outlook
Each does a piece. None of the three does the whole loop.
Excel matrix
Knows the dates, but warns no one, names no one and keeps no proof. And it rots quietly the moment no one maintains it.
Outlook / calendar
The reminder sits in one mailbox and dies with that person. No owner, no escalation, no shared overview.
Heavy QHSE suites
They can do everything, but they're built and priced for 500+ staff. For a team of 10 to 100 that's a sledgehammer for a nut.
Sent and handled: in black and white
The difference between "we had a reminder" and "here it says it was sent on 3 September, who handled it and when". The second one survives an audit.
Set up your first register this afternoon
Start from a ready-made template for certificates or inspections, or import your existing Excel matrix. 30 days free, no credit card.