Understanding the difference between forms and certificates is essential when managing compliance documents in Commusoft—especially if you need to edit a completed record. This article will help you identify which type you're working with and explain what you can do next.
📘 What are certificates?
Certificates are pre-built documents that were created and maintained by Commusoft. These include official gas and electrical safety certificates and other industry-standard templates. They are not editable once completed and are designed to remain as legal records.
You’ll see these labelled as Certificate in the Type column when viewing the job’s certificate tab on the web.
🚨 This is a legacy feature. Clients that joined Commusoft after October 2023 will not have access to certificates.
Commusoft no longer provides certificates for new accounts. These were legacy documents previously maintained by our team, but have since been replaced by the custom form feature. As this feature is no longer supported or updated, we are unable to provide a list of the certificates that were once available.
Individual certificates can also be removed from your account by request through our Client Services team. This can be useful if you’ve transitioned to using a new version created with custom forms and want to prevent engineers or technicians from accidentally selecting the outdated certificate in the mobile app. Please note that removal is permanent and cannot be reversed.
📘 What are forms?
Forms are custom-built documents created and managed by your team. They can also be based on templates from the Commusoft Marketplace, which are designed to help you get started with industry-relevant formats.
These templates are commonly used to record operational and compliance data, including documents such as gas safety or electrical certificates. They are flexible in design, allowing you to align each form with your specific business workflows and update them as needed to reflect changes in industry standards.
Forms can be completed by engineers and technicians using the mobile app and are visible on the job’s certificate tab in the web app.
You’ll see these labelled as Form in the Type column when viewing the job’s certificate tab on the web.
🎓 Further learning
Custom forms: Learn how to configure your templates on the web
Custom Forms in the Mobile App: Understand how engineers use forms in the mobile app
For further training, check out our Custom Forms and Basic Mobile Usage courses in the Commusoft Academy. Check out our article on accessing the Academy.
✏️ Can I edit a completed certificate or form?
Yes, but only under specific conditions:
Certificates
You cannot edit a completed certificate. These are locked once submitted to maintain compliance and legal validity.
If you need to correct something:
Uncomplete the job on the web app.
You can clone the existing certificate in the mobile app to make adjustments where needed.
Recomplete the job on the web app once done.
Forms
You can edit completed custom forms—but only from the web app.
Navigate to the job on the web app and go to the Certificates tab.
Locate the custom form you need to update.
Click the Action ➕ button and select Edit to make changes.
Once updated, the revised version will be saved against the job record.
💭 FAQs
💭 How do I know if I’m using a form or certificate?
Open the job on the web and check the Type column on the Certificates tab.
Click here for screenshot of Type column on certificate tab.
Click here for screenshot of Type column on certificate tab.
💭 Can I edit a form on mobile after submission?
No—forms submitted on mobile can only be edited by a web user.
💭 Are marketplace forms editable?
Yes. Forms from the Commusoft Marketplace are editable, both completed forms and templates, and serve as starting templates for your team to use and adapt. They are built using the same custom form feature available to clients and can be completed by engineers or technicians in the mobile app as part of a job.
It's important to note that, while some marketplace forms may visually resemble official certificates, they are not pre-built Commusoft certificates. Commusoft does not maintain or update marketplace forms to reflect changes in industry regulations—they are intended to be customised and managed by your business.