Frequently Asked Questions

You ask, we answer! Yup, here are all the questions we’ve been asked by customers and prospective customers – most often when trying to make a decision about audit/inspection management software. And, here are the answers – because we believe the best decision is an informed one!

Enterprise Level Features

Yes, Certainty’s Dashboard and Power BI reporting tools allow you to report aggregate metrics and KPI’s but also drill through these reports to get to the underlying data behind those reports.

Yes, with Certainty, your project data belongs to you and if you ever need your data exported or migrated elsewhere, we are here to help and can provide full and complete backups/copies of your data at any time.

Yes, Certainty Software, Inc. is compliant with the GDPR – Regulation (EU) 2016/679 of the European Parliament and have policies and procedures in place to ensure continued compliance including our Cross Border Personal Data Transfer Procedure.

Absolutely. As a solutions provider to some of the largest companies in world, we regularly complete IT Data Security questionnaires and operate in accordance with our own IT and data security policies, procedures and practices to meet the critical data security requirement of our all customers from small, family-run to global, Fortune 500.

Certainty’s administrable notification tools allows you to define any number of rules that trigger the automatic notifications based on the results of audits submitted (e.g. Notify Senior Safety Director when any auditor answers ‘major non-conformance’ to any question in the audit).

Yes, with Certainty’s Action Workflow tool you can automatically notify a user by email when they have been made responsible for an action.

Yes, with Certainty’s Checklist Builder and translation tools you can create a ‘master’ checklist in one language and then create any number of translated versions of that same checklist which means your auditors can operate in the language of their choice and you can be sure that everyone is auditing against the same criteria – regardless of the language used.

Yes, with Certainty you can email reports both manually or have the system do it for you automatically. With the Certainty app, you can create/download your audit reports (PDF and including images if added during the audit/inspection) and then print, share by email or even sent to someone by text.

Also, with Certainty’s notification tool you can have audit reports automatically sent by email when an audit is completed and lastly, Certainty’s System and Customer Report export feature allows you to export all and any of your reports in a number of formats including: Word, Excel, PowerPoint, PDF, TIFF, XML, CVS, HTML that can then easily be shared by email, print, etc.

Yes, with Certainty’s notification tool you can send automatic notifications and escalation notifications based on the status of an action (e.g. Your action is due in 5 days or Your action is overdue) or even is that status changed (e.g. Notify supervisor of user responsible if action due date is changed).

Yes, with Certainty, there are several tools that easily allow you to report the metrics that matter to you most – and most often. Certainty Dashboards are user-configurable and user-specific, so you can cut through the gigabytes and show only the metrics important to you. Do you run the same report every day, week, month? Well then, the System Reports ‘Save As’ feature will save you time and ensure you get the latest information based on previously saved report parameters. Whatever your preference, Certainty has several reporting tools that quickly and easily present the metrics and reports that matter most.

Yes, Certainty’s Action Workflow tool allows for the creation of escalation notifications that are sent to a user’s boss/supervisor/direct report if and when a corrective action becomes overdue.

Yes, Certainty’s Checklist Builder allows you to add signature fields to your audit checklists. In fact, the checklist builder allows you to add a wide range of answer types to a checklist including: text, radio buttons, drop downs, dates, signatures, check boxes and more.

Yes, Certainty allows for integration and Single Sign On (SSO) with network domain controllers (such as Active Directory for Microsoft Network Domains) which means you will automatically be logged in to Certainty when already authenticated to your corporate network environment.

Certainty’s Checklist Builder allows you to design, build and manage all of your own checklists and a subscription to Certainty allows for an unlimited number of checklist in the system and you can ‘publish’ checklists to an number of site(s) or Site Group(s) you have.

Yes, this can be done using the Certainty Project Data Upload Template which is an Excel spreadsheet that will be provided to you or you can download it here. Once we have this back from you, we will upload your data into your new or existing instance of Certainty. Download here.

Yes, as an Administrator you can rename virtually all aspects of the user interface, reports and references based on your company’s own needs and terminology. As an example, ‘Site’ can be renamed ‘Project’, ‘Hotel’, ‘Store’, ‘Asset’ or whatever you need to be consistent with your company’s own terminology and once renamed, all user interface, reports and references to ‘Site’ will automatically be renamed according to your changes.

Yes, once someone has completed (and saved) an audit/inspection, the results are immediately available online and this in conjunction with the numerous reporting tools (Dashboard, System Reports, Custom Reports, Power BI) means you can easily report consistent, comparable, corporate-wide KPI’s, metrics and audit results instantly, online and in a format to meet your needs.

Also, all reports can be exported to various formats (PDF, Excel, TIFF, PowerPoint, Word, CSV, HTML) and our ‘Report Subscription’ services means reports can automatically be emailed to senior executives of your choice and at a frequency to meet your needs.

Yes, the Checklist Builder allows you to create a single checklist that can be published for use at any and all sites in your company.

Yes, Certainty allows for the creation of corporate-wide master checklist that can be ‘published’ for use at a single site, groups of sites or company-wide.

Yes, with Certainty there are numerous ways to create customized reports to meet your needs. Certainty’s Dashboard is user-specific and configurable; our BI tool (Microsoft Power BI) allows direct access to your database so you can slice and dice your data however you need. Our Custom Reports can be configured to meet virtually any other reporting requirements not met by the other reporting tools available. Additionally, if your business already uses an advanced BI reporting tool (i.e. Tableau, Crystal Reports, Sisense), we can also provide your technical team with direct API access to your project database so your Certainty data can also be viewed using the BI reporting tool of your choice.

Yes, with Certainty you can customize the look and feel of your instance. Its optional (some customers do, some don’t) but it does seem to help with user buy-in and participation. If you want to customize the interface of your instance, all we need is your company logo and corporate style guide for colors.

Yes, Certainty’s ‘Active/Inactive’ feature allows administrators to de-activate a user’s system access while still allowing you to report on the data they previously entered. Report filters also allow you to include/exclude ‘Inactive’ users in data reported.

Yes, the checklist builder allows you to duplicate (and then amend, change, modify) checklists.

Yes, the Checklist Builder allows you to create a single corporate-wide master checklist that can be duplicated and added to for sites that need to add site-specific questions to their audit checklist.

Yes, you can create a single ‘corporate’ audit checklist that contains your mandatory ‘corporate-wide’ questions and if a location needs to add site-specific questions to that audit they can ‘duplicate’ the corporate audit and add their own questions to it ensuring that all sites are meeting the minimum/core corporate audit requirements while also answering (and reporting separately) any site-specific audit questions they may have added.

Yes, Certainty’s ‘Report Subscription’ services allows you to have reports automatically emailed to recipients of your choice and at a frequency to meet their needs.

Yes, Certainty’s ‘Report Subscription’ services allows you to have reports automatically emailed to recipients of your choice and at a frequency to meet their needs.

Yes, Certainty Software, Inc. has chosen Amazon Web Services as our hosting partner and we have servers with them in the USA and Ireland and have a number of alternative hosting locations available to us internationally.

Yes, Certainty’s Checklist Builder allows you to add hyperlinks to supporting documentation in your audit questions. Note: your auditors will need a network/internet connection to the supporting documentation to view it though.

Certainty’s Action Workflow tool provides all that is needed to manage actions from creation to closure. The Action Workflow tool allows you to define rules that trigger the automatic creation and delegation of corrective actions (e.g. corrective action automatically created and delegated when any auditor answers ‘major non-conformance’ to any question in the audit); you can also set notification rules to automatically send email notifications based on the status of an action in the system (e.g. ‘notify user responsible for any new action delegated to them‘; or, ‘notify user when action becomes overdue‘); and, the Action Workflow tool allows for the creation of escalation notifications to send emails to a user’s boss/supervisor.

Yes, checklists can be managed centrally in the Checklist Builder and can be printed directly from the system at site level.

Yes, with Certainty, we offer 3 integration options depending on your needs. Integration can be automatic and in real time using Web Services; it can be regularly scheduled using a File Transfer Protocol (FTP) server and can be done manually as and when needed with batch processing of exports of your data.

Yes. In fact, the Certainty app – for completing audits and inspection on your phone or device – is exceptionally easy-to-use and requires little or no user training at all.

Additionally, we can provide ‘Train the Trainer Training’ for System Administrators and User Tutorials are available online and provide step-by-step instructions on all tools in the system.

Yes, corrective actions created in Certainty can be pushed into/integrated with other ERP or action management systems you already use. This can be done in 3 ways depending on your needs. It can be automatic and in real time using Web Services; it can be regularly scheduled using a File Transfer Protocol (FTP) server and can be done manually and as and when needed with batch processing of exports of your data.

Yes, Certainty allows for the creation of a single corporate-wide master checklist for the reporting of corporate-wide metrics and the ‘duplicate checklist’ feature means that a ‘master’ checklist can then be duplicated and added to if sites have additional audit data collection and reporting requirements.

Yes, Certainty’s reporting interface (web and app) is fully translatable and all initial installations come with 10 languages (English, French, Spanish, Italian, Portuguese, Russian, Turkish, Vietnamese, Polish, Arabic) and you can add as many languages as you need and you can provide translations for all your audit/inspection questions and answer options.

With Certainty, once someone has completed (and saved) an audit/inspection, the results are immediately available online which means you don’t have to waste time collating audit reports and can be confident that what is reported reflects a consistent and comparable view of the most current state of affairs across your business.

Yes, Certainty’s ‘Report Subscription’ services allows you to automatically email reports to recipients of your choice and at a frequency to meet their needs. Certainty reports can also all be exported to various different formats (PDF, Excel, TIFF, PowerPoint, Word, CSV, HTML) which means you can also email reports to your colleagues on the fly and when you need.

Yes, the Certainty app allows you to have the scan of a bar code as the answer to a question which means you can easily identify and document what asset or piece of equipment you are inspecting.

Yes of course. At Certainty, we appreciate that decisions about enterprise-level software involve a lot of people and take a long time. If you want to use Certainty at your site but don’t have budget or buy-in for a wider corporate-wide project, that’s OK as you can start a project with a smaller group of users and expand if and when you wish.

Yes with Certainty, you can add photos and images to audit findings to improve clarity, include supporting information or further document their findings and all of the images added to an audit are included the audit report (PDF).

Yes, Certainty’s administration tools allow you to define – completely – the access a user is granted. Access can be to a single site, groups of sites (e.g. region, division, country, etc.) or corporate wide – its completely up to you.

Yes, Certainty’s notification tools allow you to configure automatic email notifications (to users or User Groups of your choice) based on the results of audits submitted (e.g. Notify Senior Safety Director when any auditor answers ‘major non-conformance’ to any question in the audit). These email notifications can also include a PDF version of the audit report and/or links directly to the issues identified.

Yes, with Certainty’s notification tool you can have email notifications sent to specified a user(s) automatically when an audit is completed (e.g. Email Senior Safety Director when any regional manager completes an audit) and include in that email a PDF version of the audit report.

Yes, Certainty’s Checklist Builder allows you to design checklists exactly they way you need them. You define checklist layout, scoring, questions, answer types, and can determine if questions should be mandatory, conditional/nested, allow photos or if they need to include Info Tips for your auditors.

Yes, Certainty’s administration tools allow you to define – completely – not only the site(s) or Site Group(s) a user has access to but also define – exactly – what privileges (access, edit, delete) a user has at those locations. From submit checklists (audits/inspections) only to reporting only or full and complete System Administrator access corporate wide – its completely up to you.

Yes, with the Certainty app, you can download (PDF) and share a full audit report where and when you need. Whether you need to email or print and share, you can easily create a PDF version of all any audits you have completed.

Yes, Certainty’s Checklist Builder provides all you need to design a checklist that can be used for combined audits (e.g. Safety, Health, Environmental & Quality SHEQ audits) and questions. A Certainty subscription also allows for an unlimited number of checklists which means you can also have separate checklists for each discipline when needed.

Yes, the Checklist Builder allows you to embed images in your audit questions. This is a great feature if you need to show auditors exactly what compliant, safe or best practice should look like!

Yes, with Certainty, we offer 3 integration options depending on your needs. Integration can be automatic and in real time using Web Services; it can be regularly scheduled using a File Transfer Protocol (FTP) server and can be done manually as and when needed with batch processing of exports of your data.

Yes, with Certainty, we offer 3 integration options depending on your needs. Integration can be automatic and in real time using Web Services; it can be regularly scheduled using a File Transfer Protocol (FTP) server and can be done manually as and when needed with batch processing of exports of your data.

Yes, with Certainty, we offer 3 integration options depending on your needs. Integration can be automatic and in real time using Web Services; it can be regularly scheduled using a File Transfer Protocol (FTP) server and can be done manually as and when needed with batch processing of exports of your data.

Yes, Certainty’s access by ‘Site’ or ‘Site Group’ feature allows you to quickly and easily define the access a user has. Whether its a site, region, division or corporate-wide, the Site Group feature allows you to define – exactly – what a user can and cannot access.

Yes, Certainty’s administration tools allow you to define – completely – the site(s) or Site Group(s) a user has access. You can also define – exactly – what privileges (access, edit, delete) users have for all tools in the system. From ‘Submit Only’ (audit/inspection checklists) to ‘Reporting Only’ or full and complete ‘System Administrator’ access corporate-wide – it’s completely up to you.

Yes, Certainty’s User Group and notification tools allows you to send email notifications to multiple people based on the rules you set for completed audits/inspections.

Yes, with the Certainty app, you can download (PDF) and share a full audit report where and when you need. Whether you need to email or print and share, you can easily create a PDF version of all any audits you have completed.

Yes, we can provide direct access to your project database if and when required. If for example, you need to report your Certainty data using a BI reporting tool already in use by your business (i.e. Tableau, Crystal Reports, Sisense, etc.), we can provide your technical team with direct API access to your project database so your Certainty data can be viewed using the BI reporting tool of your choice.

Yes, with Certainty’s ‘Site Groups’ feature, you can easily report on groups of sites as defined by you. Whether its a region, country, division or corporate-wide, the Site Group features allows limitless ways to group and report the audit/inspection data you collect.

Yes, Certainty’s Custom Reports can be configured to meet virtually any reporting requirement not met by other reporting tools available – including the incorporation of data (such as expected participation rates) from other systems and sources.

Yes, with Certainty’s ‘User Group’ feature, you can easily report on groups of users as defined by you. Whether its a shift, department or all ‘Regional Managers, the User Group feature allows limitless ways to group and report the audit/inspection data you collect.

Yes, Certainty’s Dashboard, Matrix Reports and Power BI reporting tools allow you to report audit results by section (page), question set, question and answer. It’s up to you.

No. We appreciate that your needs will change as your business grows, shifts and transitions and have a ‘de-activate user’ feature to meet these changing needs. This feature allows your administrators to ‘de-activate’ users that are no longer active which means you can still report on all past data collected for that user but the licence for that ‘de-activated’ user is no longer needed or can be used for another user.

At Certainty we offer phone, email and web conference-based support. There is a 24/7 email ticketing system that tracks, logs and automatically notifies our support team about all support requests submitted. Our technical support team monitors all support requests 19 hours/day Monday – Friday (excluding statutory holidays) between 9:00 am European time to 7:00 pm Pacific time.

We also offer phone and web-conference support between the hours of 9:00 am Eastern and 5:00 pm Pacific time.

Support is provided free of charge for all material faults/failures (system down, system inoperative; system error, cannot complete a task or loss of data; system error; system productivity/usability issue).

All Corporate-level projects include 5 hours of free professional services to ensure your project is set up and running smoothly right from the start. While most customers don’t need additional professional services for their project, optional service packages are also available in blocks of 10 hours for customers needing additional help with: system configuration and administration, checklist creation, user data uploads, training or Custom Report development.

Yes, as outlined in our Software Licence Agreement, material faults and failures are classified as follows:
(a) System down, system inoperative;
(b) System error, cannot complete a task or loss of data;
(c) System error, but work around possible;
(d) System productivity/usability issue.

All Corporate-level customers and customers who log class (a) faults/failures will receive immediate attention and customers who log class (b), (c) or (d) faults or failures will be provided with a time estimate to resolve the fault/failure and the work involved within 24 hours of the fault/failure being logged. Certainty Software, Inc. will use reasonable commercial efforts to correct or provide work-around solutions for reproducible material faults or failures.

We appreciated that every business has its own unique needs and that Certainty may not be the best solution for yours – which is why we offer a 30-day free trial customized with your own audit checklists and data so that you can be assured your needs will be met before you have to commit.

Whether its the risk of explosion, the risk of contamination or security issues preventing you from using your smartphone/device, with Certainty, you can still collect and digitize your audit data using paper-based audit checklists and our scan-to-email and optical character recognition (OCR) technologies.

Whether its the risk of explosion, the risk of contamination or security issues preventing you from using your smartphone/device, with Certainty, you can still collect and digitize your audit data using paper-based audit checklists and our scan-to-email and optical character recognition (OCR) technologies.

Certainty’s checklist management tools allows you to define exactly what data is collected where and this in conjunction with the numerous reporting tools (Dashboard, System Reports, Custom Reports, Power BI) means you can easily report consistent, comparable, corporate-wide KPI’s, metrics and audit results instantly, online and in a format to meet your needs.

The Checklist Builder allows you to create a single, corporate or ‘master’ checklist that can be published for use at any and all sites in your company. The Checklist Builder allows you to create a single corporate-wide master checklist that can be duplicated and added to for sites that need site-specific questions on their audits. All of this means you can offer site-specific flexibility and corporate consistency all in the same audit.

Certainty allows for data entry using:

  • paper – printed checklists completed by hand and submitted using scan-to-email from any standard printer/scanner and digitized automatically using our optical character recognition (OCR) technology;
  • browser – any internet-connected, browser-enabled device (pc, laptop, smartphone, tablet, etc.);
  • Excel – export checklists as Excel spreadsheets, complete on or offline and import automatically by email; and,
  • Certainty app – for iOS and Android smartphones, tablets and devices, use on or offline, saves and syncs automatically.

Certainty has been designed from the ground up as an enterprise-level solution and as such has a number of features and tools that allow your own System Administrators to customize and configure to meet your needs. The Administration tools allow for a wide range of customization/configuration including:

  • Adding sites and users
  • Creating Site Groups and User Groups
  • Defining user access and privileges
  • Creating, editing and duplicating checklists
  • Creating automatic corrective actions
  • Creating automatic email notifications
  • Adding languages and translations

We make full weekly and daily incremental backups of your data for you. Backups run on a 14-day cycle during which there are 2 full backups (once a week), and 12 incremental backups (the other 6 days of each week).

Backup covers all “cold” data which includes the operating system and practically everything else except “hot” files in use. The database is backed-up as a “cold” file once a day at 12 am.

No, we make full weekly and daily incremental backups of your data for you. Backups run on a 14-day cycle during which there are 2 full backups (once a week), and 12 incremental backups (the other 6 days of each week).

Backup covers all “cold” data which includes the operating system and practically everything else except “hot” files in use. The database is backed-up as a “cold” file once a day at 12 am.

Yes, Certainty’s is multi-lingual, and all initial installations come with 10 languages (English, French, Spanish, Italian, Portuguese, Russian, Turkish, Vietnamese, Polish, Arabic). You can add as many additional languages as you need, and you can provide translations for all your audit/inspection questions and answer options.

Yes, at Certainty we offer phone, email and web conference-based support. There is a 24/7 email ticketing system that tracks, logs and automatically notifies our support team for all support requests submitted. Our technical support team monitors all support requests 19 hours/day Monday – Friday (excluding statutory holidays) between 9:00 am European time to 7:00 pm Pacific time.

We also offer phone and web-conference support between the hours of 9:00 am Eastern and 5:00 pm Pacific time.

Support is provided free of charge for all material faults/failures (system down, system inoperative; system error, cannot complete a task or loss of data; system error, but work around possible; system productivity/usability issue).

All Corporate-level projects include 5 hours of free professional services to ensure your project is set up and running smoothly right from the start. While most customers don’t need additional professional services for their project, optional service packages are also available in blocks of 10 hours for customers needing additional help with: system configuration and administration, checklist creation, user data uploads, training or Custom Report development.

Step-by-step User Tutorials cover all tools and functionality of the software and are available online for use/download directly from your instance of Certainty.

Yes, Certainty allows for audit data entry using any browser-enabled device (e.g. PC, laptop) as well as the Certainty app for any iOS or Android smartphone or tablet.

Yes, as an Administrator you can rename virtually all aspects of the user interface, reports and references based on your company’s own needs and terminology. As an example, ‘Site’ can be renamed ‘Project’, ‘Hotel’, ‘Store’, ‘Asset’ or whatever you need to be consistent with your company’s own terminology and once renamed, all user interface, reports and references to ‘Site’ will automatically be renamed according to your changes.

Yes, the Certainty app allows you to have the scan of a bar code as the answer to a question which means you can easily identify and document what asset or piece of equipment you are inspecting.

Yes, Certainty’s ‘Archive’ site feature allows your administrators to archive sites (projects) that are no longer active which means you can still report on all past data collected for that project.

Yes, with Certainty you can manage and publish audit checklists centrally and provide corporate-wide translations for those same checklists to meet the language needs of your end users.

With Certainty there are numerous integration options depending on your needs.

Integration options include:

  • oData
  • API’s
  • Web Services
  • File Transfer Protocol (FTP)

We appreciate that your needs will change as your business grows, shifts and transitions and have an ‘Archive’ site feature to meet these changing needs. The ‘Archive’ site feature allows your administrators to archive sites that are no longer active which means you can still report on all past data collected for that site but users won’t be able to submit audit or inspection data for that site moving forward.

Occasionally we do encounter bugs and issues – that is the nature of software. However, with Certainty, your success is of critical importance to us and to make sure you meet your project goals we offer a range of support services and tools to meet the needs of you and your team.

We offer phone, email and web conference-based support. There is a 24/7 email ticketing system that tracks, logs and automatically notifies our support team for all support requests submitted. Our technical support team monitors all support requests 19 hours/day Monday – Friday (excluding statutory holidays) between 9:00 am European time to 7:00 pm Pacific time.

Support is provided free of charge for all material faults/failures.

All Corporate-level customers and customers who log faults/failures relating to system inoperability or inaccess will receive immediate attention and customers who log all other faults or failures will be provided with a time estimate to resolve the fault/failure and the work involved within 24 hours of the fault/failure being logged. Certainty Software, Inc. will use reasonable commercial efforts to correct or provide usable work-around solutions for reproducible material faults or failures.

  • PDF reports for individual audits/inspections
  • User-configurable dashboard for graphing and metrics
  • 30 standard (filterable) System Reports
  • Business intelligence drill through graphing and metrics reporting
  • Custom Reporting where needed

All Corporate-level projects include 5 hours of free professional services to ensure your project is set up and running smoothly right from the start. While most customers don’t need additional professional services for their project, optional service packages are also available in blocks of 10 hours for customers needing additional help with: system configuration and administration, checklist creation, user data uploads, training or Custom Report development.

Certainty Software, Inc. has chosen Amazon Web Services as our hosting partner and we have servers with them in the USA and Ireland and have a number of alternative hosting locations available to us internationally.

As a cloud-based business, data security is the bedrock of our business and to ensure we meet the highest data security standards, Certainty Software have partnered with Amazon Web Services (AWS) whose infrastructure is designed and managed according to security best practices as well as a variety of security compliance standards.

An overview of Amazon’s infrastructure security, network security, business continuity management, access protocols, connection security, and security processes can be downloaded here.

Furthermore, Certainty Software makes use of third party providers to conduct background checks on all potential employees and these checks include but are not limited to verifying CV content, qualifications, driver’s licenses, criminal records as well as character reference checks.

As a Certainty Software client, you can be assured that your data is protected by some of the most secure computing infrastructures in the world.

The AWS hosting environment for Certainty Software and all client instances of Certainty Software are in Amazon’s Data Centre in Oregon, USA and is in alignment with best security practices and a variety of IT security standards, including:

  • SOC 1/SSAE 16/ISAE 3402 (SAS 70 II)
  • SOC 2
  • SOC 3
  • FISMA, DIACAP, and FedRAMP
  • FISMA, DIACAP, and FedRAMP
  • ISO 27001
  • ITAR
  • FIPS 140-2

No, with Certainty, your project data belongs to you and if you ever need your data exported or migrated elsewhere, we are here to help and can provide full and complete backups/copies of your data at any time.

Yes, when you submit a completed paper-based audit using Certainty’s scan-to-email technology, the system automatically digitizes the paper-based audit results and the digitized audit record in Certainty includes a PDF of the original scan submitted and can also include a ‘snapshot’ image of any key comments fields with hand written findings.

Spend Time On Prevention
Not Paperwork

Watch our overview video to see how your organization can benefit from Certainty.

Reduce Risk, Ensure
Compliance, and Improve
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