Getting started
Kydence user guide
A short guide to your new qualification tracking app. Kydence works in any web browser and as an app on iPhone and Android. Your team, qualifications, certificates, and procedure specifications are already here, so you can pick up where you left off.
Stuck on something? admin@kydence.net
What’s new: better than the old app
A few things that make day-to-day tracking easier and your data safer.
Sign in with Google or Microsoft
One tap with the account you already use. Nothing new to remember.
Everyone gets their own login
Invite each person to their own account instead of sharing one. No more shared or forgotten passwords.
Roles for your team
Give each person the right access. Owner and admin manage everything, a viewer reads without changing anything, and an employee sees only their own records. See the roles below.
Switch organisations instantly
Manage more than one company? Change between them in a tap, on the web or in the app. Each keeps its own team and records.
Renewal dates, separate from expiry
Some qualifications must be renewed on a schedule even when they don’t lapse. Track the renewal date on its own, so an ongoing requirement never slips.
Track equipment, not just people
Add your equipment and track its calibration and maintenance dates the same way you track a person’s qualifications, with the same expiry reminders.
A full history on every record
Every change, renewal, and file upload is recorded on the record’s timeline, showing who made it and when. Nothing changes silently.
Get in the first time
Your account is already set up. There’s no invite to wait for.
- 1Go to kydence.net or open the app.
- 2Sign in with your work email. Choose Continue with Google or Continue with Microsoft if that’s the kind of email you use, or select Forgot password to set a password (you’ll get a 6-digit code by email).
- 3You’re in. Your team and all their records are already loaded.
You can do this on your computer or your phone.
Get the app
On your phone
iPhone & Android
Search Kydence in the App Store or Google Play.
Use the web app for setup and admin work, and the phone app to check qualifications on site.
Who can see and do what
Each person you invite gets a role. Set roles on the web under Organisation → Team. The app only shows people the buttons they’re allowed to use.
| Owner | Full access, including billing and transferring ownership. One owner per organisation. |
|---|---|
| Admin | Full access to run the organisation day to day. Cannot manage owners. |
| Viewer | Reads everything across the organisation, including all employees. Makes no changes. |
| Employee | Sees only their own qualifications, plus all procedure specifications. Read-only. |
The web app
Sign in and you land on the Dashboard.
Dashboard
Your team’s compliance at a glance: how many qualifications are active, expiring, or expired, what’s coming up for renewal, and how often records are being viewed.
Employees
- Add an employee, edit their details, or add a photo.
- Invite an employee to log in, so they can see their own records.
- Filter, sort, and export the list.
- Open an employee to see their full profile and every qualification they hold.
Compliance
Every qualification your team holds, in one list. Asset calibration is tracked separately under Assets & Calibration.
- Add a qualification: pick the employee, then set the name, start date, expiry, and renewal date.
- Renew a record and upload the new certificate.
- Upload a certificate (PDF or image) to any record.
- Let AI do it: scan a certificate in the add form to fill the fields, or attach one in the assistant to have it create the qualification and file the certificate. Managers on a plan with AI.
- Every record keeps a history of changes, renewals, and uploads.
Status is worked out from the dates:
Assets & Calibration
- Add an asset: asset number, description, supplier, manufacturer, model, serial number, who it is allocated to, and its location.
- Each asset shows when it is next due for calibration and its status at a glance, worked out from its calibration dates.
- Open an asset to record a calibration, upload its certificate, and see its full calibration history.
- When a calibration is due, the reminder goes to owners and admins and to the employee the asset is allocated to.
Procedure specifications
- Add a procedure specification: number, title, and notes.
- Upload the procedure document.
- A qualification can point at the procedure specification it was tested against.
Organisation (owner and admin)
- Identity: your organisation name and logo.
- Subscription: your current plan and usage.
- Reminders: turn expiry alerts on or off, set the notice period, and choose daily, weekly, or monthly.
- Team: invite people, set roles, remove them, resend an invite, and transfer ownership.
Account
Change your display name, add a profile photo, and set or change your password.
The phone app
The app has three tabs along the bottom.
Tab 1
Qualifications
Opens here. Your team’s qualifications as cards, each showing the person, the status, and the expiry date. A paperclip means a certificate is attached.
- Search by qualification or employee name, and filter by status.
- Managers can add, edit, renew, and upload a certificate from the phone.
- If you’re a manager who’s also tracked as an employee, a My records / All switch flips between your own records and the whole team.
- Tap a card for the dates, the linked procedure specification, the certificates, and the full history.
Tab 2
Procedure specifications
Your procedure specifications, searchable by number or title. Tap one to read its notes and open its documents. Managers can add and edit.
Tab 3
Account
- Add or change your profile photo.
- Switch between organisations if you belong to more than one.
- Turn on Face ID to lock the app when it reopens.
- Open the full web app, or sign out.
Viewing documents and working offline
Tap any certificate or procedure document to open it inside the app. Once you’ve opened a file, it’s saved for offline viewing, so you can check it with no signal. A bar shows when you’re offline; your lists and opened files stay available.
Expiry reminders
Kydence can tell you before a qualification lapses, so nothing expires unnoticed. Set this up on the web under Organisation → Reminders.
- Channels: in-app notifications (the bell, and on your phone) and, once enabled, email.
- Notice period: how many days ahead you want warning (30 by default).
- Frequency: daily, weekly, or monthly.
Owners and admins get one summary of everything coming up. Each employee can get a summary of just their own.
Get help
Everything from your old system is here: employees, qualifications with their dates, certificates, procedure specifications with their documents, and photos. If something looks missing or wrong, contact us and we’ll sort it out.
Email admin@kydence.net and we’ll help you get set up.