Challenge · Part-145

Certificates scattered across systems and folders

Every authorization is only as good as the certificate behind it. And the certificate is a PDF in someone's inbox, a scan in a folder — or missing.

Incoming certificates automatically read, matched and filed in cimoio.aero.

The situation

Certificates from many channels — chaotic filing versus one managed intake.

Certificates arrive late, and often only after chasing. When they arrive, they have to be right in every detail — name, date of birth, exact training title. A typo makes the certificate invalid as evidence; a missing single participant certificate makes a whole course unprovable. So every incoming batch needs careful checking.

Then comes filing. At the volume a maintenance organisation produces, manual filing guarantees occasional slips — and a certificate filed in the wrong place is, for audit purposes, a certificate you don't have. You have 24 hours to produce the right document; a mis-filed PDF can eat all of them.

Why it keeps happening

Arrival is unmanaged

Certificates come by email, scan and paper, to different people, with no single point of intake.

Checking is manual and detail-critical

Name, date, course title: humans checking hundreds of documents will miss some.

Filing by hand doesn't scale

Folder trees and naming conventions collapse under volume and staff changes.

How cimoio.aero solves it

  • Certificate inbox

    Incoming certificates are collected and filed automatically.

    All incoming certificates are collected in one inbox and filed in the right place automatically. Just like in your email client, you see at a glance what has been filed and what still needs attention. Certificates that could not be assigned are marked and distributed by hand in a few clicks.

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    Certificate inbox like an email client: incoming certificates on the left, filed ones ticked, unassigned ones marked with a question mark; preview and assignment on the right.
  • A certificate in the middle, linked on the left to the qualification in the authorization profile and on the right to the training attendance with date and status.

    Automatic assignment and filing

    Certificates land exactly where they belong — no manual filing.

    Every certificate is stored in the system and linked to the right places automatically: to the qualification and the authorization profile built on it, and to the training attendance with date and status. Open it as evidence from the training history or from the qualification profile — always the same document, filed once.

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  • Quick retrieving

    Every certificate is just one click away.

    Open the certificate wherever you need the proof: from the training history to show that a training took place, or from the qualification and the authorization to show that the qualification is in place. Administrators, managers and employees each reach the right document with a single click.

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    The same certificate opened with one click from the training history, the qualification profile and the authorization; available for administration, managers and employees.

See the certificate flow live

In a guided demo we run a real certificate from inbox to audit-proof record — with your document types.

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