Qualification tracking software for outdoor activity operators.
Store instructor certifications, track expiry dates, and get alerts before qualifications lapse. BaseCamp OS ensures your team is always operating within their credentials.
The problem
Instructor qualifications buried in folders and email threads.
When certifications are stored as scanned PDFs in email or a shared drive, it's hard to know at a glance who holds what and when anything expires. Renewals get missed. Instructors lead sessions on lapsed qualifications.
For licensing, insurance, and duty-of-care purposes, that's a serious gap — and one that's easy to fix with the right software in place.
What BaseCamp OS gives you
Qualification tracking built into your operations.
Staff profiles
Every member of your team has a profile with their role, contact details, and a full list of their certifications and qualifications.
Certification records
Add any qualification to a staff profile — paddlesport awards, first aid, climbing instructor awards, teaching licences, and any other credential relevant to your business.
Expiry date tracking
Record the issue date and expiry date for each qualification. BaseCamp OS calculates how long is left and surfaces upcoming renewals before they become a problem.
Expiry alerts
Receive alerts when qualifications are approaching their renewal date. Catch expiries before they happen rather than finding out on the day of a session.
Compliance documents
Store business-level compliance documents — insurance certificates, operating licences, risk assessments — with their own expiry tracking alongside staff qualifications.
Role-based access
Set roles for each staff member so the right people can see qualification records, assign sessions, and manage the team — without giving full admin access to everyone.
How it works
Get your team's qualifications under control.
Add your staff
Create a profile for each instructor, guide, or staff member with their role and contact details.
Log their qualifications
Add every relevant certification — award name, issuing body, date obtained, and expiry date.
Monitor renewals
BaseCamp OS tracks what's coming up for renewal so you can arrange refreshers in time.
Assign sessions confidently
Know that the staff you're assigning hold the right qualifications for each activity.
Part of a complete system
Qualifications connect to your whole operation.
Staff qualification records sit alongside session assignments, session manifests, and compliance documents in one platform. When you assign an instructor to a session, you can see their credentials at the same time.
See the full platformBookings & sessions
Manage session capacity and customer bookings.
Equipment inspection
Track gear, vehicles, and maintenance records.
Digital waivers
Collect and store signed participant waivers.
Trip manifests
Live session view for guides and office staff.
Reporting
Revenue, bookings, and capacity data by period.
Get started today
Never miss a qualification renewal again.
Try BaseCamp OS free for 14 days. No credit card required.