Compliance record keeping for SMEs
Soteriaa helps small teams track compliance evidence, documents, people, renewals, and follow-ups across regulated workflows — without relying on spreadsheets, folders, and manual chasing.
Built for document-heavy workflows currently managed in spreadsheets, folders, and email.
MKMarek Kowalski · W-022 | Qualification | Revalidation | Overdue |
JHJames Holloway · W-014 | Renewal | Due 12 Jun | 11 days |
SCSophie Clarke · W-009 | Qualification | Current | Complete |
Compliance records are usually scattered everywhere.
Spreadsheets go stale
A tracker is only as current as the last person who remembered to update it. Expired records look identical to live ones.
Documents live in folders and inboxes
Certificates, evidence and forms scatter across shared drives and email threads — never linked to the record they belong to.
Audit packs are built at the last minute
When an auditor, customer or lawyer asks, assembling a clean pack becomes a frantic week of hunting and collating.
One workflow. Vertical-specific records.
Capture records
Structured records for each thing you track — people, procedures, assets, documents.
Upload evidence
Attach certificates and supporting files to the record they belong to.
Generate forms
Produce branded records and forms from templates, with no retyping.
Track deadlines
Expiries, renewals and missing evidence surface automatically.
Query & export packs
Ask plain-English questions, then export a tidy pack on demand.
Each workspace uses the same Soteriaa core, with templates and tracking logic adapted to the vertical.
One platform, balanced across verticals.
Welding compliance
Live workspaceTrack welder qualifications, continuity evidence, WPS/WPQR records, expiry dates, and follow-up tasks in one place.
- Welder qualification records
- Continuity & revalidation tracking
- WPS/WPQR document control
- Audit preparation packs
- Plain-English record search
Sponsor licence compliance
Live workspaceTrack sponsored worker records, right-to-work evidence, visa dates, reporting tasks, salary assumptions, and audit preparation notes.
- Sponsored worker records
- Visa & right-to-work deadline tracking
- Evidence checklists
- Worker and company packs
- Plain-English record search
SME compliance workflows
Same compliance coreManage recurring forms, document evidence, worker records, supplier checks, inspection logs, and renewal workflows across niche regulated operations.
- Recurring forms & templates
- Document & evidence records
- Supplier & inspection logs
- Renewal & follow-up tracking
- Audit preparation notes
Built for the compliance work SMEs actually do.
Template-based form generation
Generate consistent records and forms from versioned templates — no retyping, no drift.
Deadline & revalidation tracking
Every renewal and expiry watched and ranked, so nothing lapses unnoticed.
Document uploads
Attach evidence to the exact record, worker, asset or procedure it supports.
Structured records
Real fields you can filter, sort and query — not free-text cells in a sheet.
Audit-ready packs
Assemble an ordered evidence pack for an auditor, customer or lawyer in a click.
Plain-English querying
Ask questions across your records and get answers grounded in your own data.
Role-based collaboration
Give your team the right access to the records and packs they own.
Versioned templates
Update a template once; keep a clear history of what was issued and when.
A workspace for records, documents, alerts, and packs.
| Record | Type | Evidence | Deadline | Status |
|---|---|---|---|---|
JHJames Holloway · W-014 | Welder qual. | Complete | 12 Jun 2026 | Due soon |
MKMarek Kowalski · W-022 | Welder qual. | 1 missing | 20 May 2025 | Overdue |
DSDarren Singh · W-008 | Continuity | Complete | 25 Jun 2026 | Due soon |
SCSophie Clarke · W-009 | Welder qual. | Complete | Unlimited | Current |
Audit pack · Job A
14 records · PDF
Handover pack
Ready to export
From spreadsheets and folders to a real workspace.
- Manual reminders
- Expired records are easy to miss
- No standard pack format
- Hard to answer questions quickly
- Evidence scattered across inboxes
- Structured records
- Alerts and expiry tracking
- Generated packs
- Query records in plain English
- Evidence linked to the right person, worker, asset or document
Stop chasing compliance records across spreadsheets and folders.
See how Soteriaa helps your team stay organised, audit-ready, and in control.