Note: Fergus Certificates is a free Add-On available for the United Kingdom.
Overview
Having the right certificates and staying on top of compliance is necessary for your business. Fergus Certificates is a secure, electronic management tool that allows business owners to easily create, store, manage, and send compliance and safety certificates online.
In this article we'll go over:
How to set up your Certificate Settings
How to attach a Certificate to a job
How to send the certificate via email
When to use it
All certificates are saved to the job card so you can easily send completed certificates with invoices and other customer documents. This tool makes sure you can keep your customers happy and informed knowing that everything is up-to-date and exactly where it needs to be.
How to use it
1. How to set up your Certificate Settings
First, ensure the appropriate users have the user-level permission "Allow users to edit certificates" enabled. You can set this up by going to "Settings", and then "Users". Click on the name(s) of the user(s) you wish to enable certificate editing for, then click on the "Permissions" tab. This specific permission is available under "General".
Go to "Settings" then "Certification".
Toggle the "Enable/Disable" button for the certificates you want to use in Fergus, Enter the Licence Number for every user signing certificates and then tick which users can sign and complete these certificates.
Note: If you want to use the "Landlord/Homeowner Gas Safety Record" on Fergus, you can save time by setting up the Gas Safe Registration Number for your business here. This number will be pre-filled in the form and the output PDF certificate template under the system tag #gas-safe-registration-number, and should be pre-filled for every new "Landlord/Homeowner Gas Safety Record" document created. To do this, click on "Edit fields", type in your business' Gas Safe Registration Number, and then click on "Save fields".
2. How to attach Certificates to a job on Fergus Web.
Open up a job and click "Certificates" in the sidebar. Then click the "Create New Certificate" button and choose which certificate you want to attach to the job.
Fill out all the fields you need.
Tip: Use system tags such as #employee-licence-number, #site-default-contact-phone or #customer-main-contact-phone to save time by pre-filling relevant job and employee data.
Note:
For most UK Gas certificates the following fields are pre-filled by default:
Gas Safe Register Number
Employee licence number - click on the tag #employee-licence-number to select the employee you wish to pre-fill this for.
Serial number
Company details (name, address, postcode, contact number)
Site details (name, address, postcode, contact number)
Details of Landlord / Homeowner (customer name, customer address, customer postcode, customer contact number if available).
For most UK Electrical certificates the following fields are pre-filled by default:
Certificate Number and Registration number
Company details (name, address, postcode, contact number)
Site details (name, address, postcode, contact number)
Details of Landlord / Homeowner (customer name, customer address, customer postcode, customer contact number if available).
For most UK Oil certificates the following fields are pre-filled by default:
Serial Number
Customer and Site details (name, address, postcode, contact number)
Company details (name, address, postcode, contact number)
Company OFTEC Registration number
You can preview the form by clicking on "Preview".
When you've filled everything out, click "Complete certificate" to create a PDF and save a copy to the job's Files & Photos.
Note: Completed certificates cannot be edited.
2. How to attach Certificates to a job on the Fergus Go mobile app.
Select a job and scroll down to "Certificates". Then click on the "+" button and choose which certificate you want to attach to the job.
Fill out all the fields you need.
Tip:
Wherever system tags (#) are used, you can click on the orange message that pops up to select the value you want from a list of all applicable values for that tag.
To collapse/expand specific sections of the certificate, you can tap on the up/down accordion symbol.
To add signatures, click on "Tap to sign", draw your signature, then tap Done on the top right to save your signature.
You can also preview the PDF form by tapping on the "..." symbol on the top right, then tap "Preview PDF".
When you've filled everything out, tap on the "..." symbol on the top right, then click "Save as Completed" to create a PDF and save a copy to the job's Files & Photos.
Note: Completed certificates cannot be edited.
3. How to send the certificate via email on Fergus Web.
To send the certificate via email, simply click the three dots at the right side of a certificate then select Send Certificate.
To see all the certificates you've ever created, click on "Reports" and select "Certification Report".
To view all Fergus Certificates currently available in the UK, please visit this article.
Thanks for taking the time to read our Article, if you have any questions please get in touch via support@fergus.com