Certification Assistant

Streamline Your Team’s Certification Management with AI-Powered Import

Overview

Certification Assistant in Pathwave is a powerful tool designed to simplify the bulk import and management of crew certifications. Using AI, Certification Assistant automatically scans uploaded certification documents, extracts key information (e.g., certification type, expiration date, and issuing authority), and matches each document to the appropriate personnel in your system.

This eliminates the need for manual data entry, significantly reducing administrative overhead and improving the accuracy and speed of compliance tracking.

Key Benefits

• AI-Powered Data Extraction: Automatically reads and processes certification documents.

• Bulk Upload Functionality: Easily import large volumes of certifications at once.

• Personnel Matching: Certifications are matched to existing crew members in your Pathwave account.

• Back Office Review: Maintain oversight by confirming or correcting extracted data before it’s finalized.

• Faster Onboarding & Compliance Tracking: Ensure your crew is ready to work with reviewed certifications in place.

Getting Started

Pre-Requisites

• Visibility and Access: System Roles Partner Manager and Partner Administrator can access Certification Assistant from the Personnel page.

• Add Personnel First: Before uploading certifications, ensure all crew members are added to Pathwave. The system uses names and identifiers to match uploaded certifications to personnel records. Navigate to Personnel to start adding crew members.

• Add Certification Types: For best results, it is recommended to add certification types to the system before submitting files for analysis. The system matches the Certification Type from the image to a Certification Type listed in the system. Navigate to Configuration > Certification Types to ensure all relevant cert types are added.

How to Use Certification Assistant

1. Navigate to Certification Assistant

• From the Pathwave navigation bar, go to Personnel

• Select Certification Assistant in the top right corner.

• Select Upload to start adding certification images for analysis. 
• Supported formats: Supported file types: JPG, PNG, GIF, HEIC, PDF. 
  • Note: .docx is not supported.

3. AI Scans and Extracts Certification Data

• The system reads and processes each document, identifying key fields such as:
  • Certified Individual’s Name
  • Certification Type
  • Issuing Organization
  • Issue and Expiration Dates

4. Review and Confirm Data

• A designated back-office user reviews the extracted data.
  • Visibility and Access: System Roles Partner Manager and Partner Administrator can access Certification Assistant from the Personnel page.
• Review Certification Data:
  • Confirm accurate matches
  • Edit or correct any mismatches or unclear fields
  • Skip entries if needed (ex: back of certification card was scanned and not needed) by selecting Reject

• Accept Certification Data when edited and accurate:
  • Once Certifications are Accepted, the certifications will now appear in each individual’s profile and be available for compliance tracking, expiration notifications, and reporting.

Now that you’ve uploaded certifications, continue monitoring and managing certifications across your crews and company. Read more about ongoing certification management.