The qualification spreadsheet is one of the quiet risks in every centre. It is only as current as the last person who remembered to update it.
Store the tickets where the timetable can see them
When each instructor's awards and first-aid certificates live in the same system as the timetable, the timetabler simply will not place someone on an activity their qualification does not cover.
Warnings weeks ahead
Expiry alerts fire well before a ticket lapses, so renewals are booked in calm time, not discovered on a busy morning.
Inspection-ready by default
When an inspector asks to see that every instructor is currently qualified, the answer is a screen, not an afternoon in the filing cabinet.