Compliance & Certification Management

Streamline inspections, certifications, and proof documents across mixed fleets with out-of-the-box compliance tools: renewal alerts, secure third‑party access, and audit‑ready trails.

Introduction

Compliance Manager is Geoforce’s add‑on module for managing inspections, certifications, and proof documents across mixed fleets and field equipment. It centralizes compliance artifacts, automates time‑ and usage‑based reminders, enables secure third‑party retrieval without exposing broader data, and preserves audit‑ready trails to support liability reduction and financial accountability. See the official module overview for details. Compliance Manager

What the module includes

• Certification and inspection recordkeeping with a searchable Compliance Check Library (desktop and mobile). Compliance Manager

• Time‑based and usage‑based alerts tied to runtime, mileage, or dates (e.g., engine‑hours for preventive maintenance). Connected Software

• Secure, link‑based document sharing so suppliers, customers, or auditors can retrieve specific certificates without a platform login. Compliance Manager

• Automated audit trails (timestamps, user/action logs) to evidence who did what, when, and where—supporting SOX/financial accountability workflows. Compliance Manager

• Field access and device tools so technicians can capture, verify, and retrieve records on site. Mobile Tools

• Reporting and dashboards (violations, upcoming expirations, device health) for exception‑based operations. Enhanced Analytics

How Compliance Manager works in practice

1) Attach artifacts to assets: upload certificates, inspections, and approvals to the asset record; tag with type, issuer, effective and expiry dates. Compliance Manager 2) Configure alerts: choose date‑based (e.g., 30/7/1‑day) and/or usage‑based triggers (engine hours, mileage) to drive proactive renewals and maintenance. Connected Software 3) Share externally: send a restricted link so customers, suppliers, or operators can view just the certification they need—no general account access granted. Compliance Manager 4) Prove compliance: audit logs, geofences, and runtime data provide objective evidence of equipment status, location, and service history. Geofencing • Risk Management

Evidence model (examples)

Sources: Compliance Manager, Connected Software, Mobile Tools

Time‑ and usage‑based alerts

• Date‑driven: renewals, inspections, and periodic certifications with escalating reminder cadences.

• Usage‑driven: thresholds on engine hours or mileage trigger service tasks before risk windows. Connected Software • Powered Equipment

• Location‑aware operations: combine geofences with compliance views to prioritize assets entering yards or job sites while due/overdue. Geofencing

Third‑party access without user accounts

Share only the certificate(s) needed via restricted links from the Compliance Check Library—ideal for customers, suppliers, or auditors—without exposing unrelated assets or operational data. Compliance Manager

Audit trails and SOX‑oriented accountability

• Immutable activity history (uploads, edits, acknowledgments, renewals) with user, timestamp, and asset context. Compliance Manager

• Evidence for financial and operational controls: automated logs and document history help support SOX‑related procedures (e.g., completeness/accuracy checks, approval traceability). Compliance Manager

• Centralized retention with governed sharing and export for auditors. See data and privacy terms. Privacy Policy • Terms

Mobile and field workflows

• Retrieve certificates or inspection history at the asset’s location, even during yard intake or job‑site audits. Mobile Tools

• Use geofenced yards to trigger “arrived‑in‑yard” tasks (e.g., verify certs, print tags, schedule service). Geofencing

• Pair with Maintenance and Compliance dashboards to see violations and approaching deadlines in one view. Enhanced Analytics

Integrations and data exchange

• Pull compliance status and due dates into ERP/RTMS, or push asset utilization to external BI tools using Geoforce GraphQL APIs. Developer APIs

• Combine with Rental Manager for contract transparency (e.g., cert visibility to customers). Rental Manager

• Use Service Verification to align field work records with certificates for dispute‑free billing. Service Verification

Industry fit

• Utilities & Renewables: distributed assets, strict renewal cycles, outage‑resilient visibility. Utilities

• Oil & Gas and Mining: Zone‑rated environments, remote ops, maintenance windows tied to runtime. Oil & Gas • Mining

• Equipment Rental: share certs with customers and crews; reduce turnaround delays and disputes. Equipment Rental

KPIs to monitor

• % assets compliant vs. total fleet

• Mean days‑to‑renewal (by asset class)

• Preventive vs. corrective maintenance ratio

• Overdue exposure (asset‑days overdue)

• External retrievals completed (customer/supplier/auditor)

Implementation checklist

1) Define artifact types and required metadata (issuer, dates, thresholds). 2) Bulk import current certificates and map to assets. 3) Configure alert policies (date, usage, escalation) and notification channels. 4) Pilot secure sharing with a supplier and a customer; validate access scope. 5) Roll out field/mobile workflows and train using the Knowledge Center. Knowledge Center 6) Wire APIs for ERP/RTMS sync and analytics pipelines. Developer APIs

Security, privacy, and retention

• Role‑based access; share‑link scoping limits exposure to the minimum necessary documents. Compliance Manager

• Data handling aligned with published privacy and terms; customers control user access and document lifecycle. Privacy Policy • Terms

Related Geoforce capabilities

• Asset Utilization and maintenance triggers to feed compliance scheduling. Asset Utilization

• Risk Management views to reduce downtime and production risk. Risk Management

• Platform overview: location history, geofences, utilization insights. Track & Trace

FAQ

• Does this work for untracked assets? Yes—Compliance Manager supports tracked and untracked equipment, so you can register and manage certifications even without a hardware device. Compliance Manager

• Can third parties retrieve only their documents? Yes—share links are scoped to the needed certification(s), avoiding full platform access. Compliance Manager

• How are usage‑based alerts calculated? From telematics (engine hours, mileage) reported by compatible devices and the Geoforce platform. Connected Software