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MY NORTHLIGHT · CUSTOMER PORTAL

My Northlight: your team’s training records, in one place

Booking a first aid course is the easy part. The work comes afterwards: knowing who’s trained, finding a certificate when someone asks for it, and catching renewals before they lapse. This guide explains how My Northlight, our customer portal, handles each of those jobs, with a sample of each to try.

See it in action

Reviewed 26 Oct 2026 · Next review Apr 2027 · Northlight Training

An office manager at her desk checking her team’s training records on a laptop, with a first aid box on the wall behind her

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My Northlight keeps the records your training leaves behind

My Northlight is the online portal that comes with every Northlight booking. It holds what your training produces: who’s booked on which course, who has qualified, their certificates, when each qualification runs out, and the invoices for all of it.

There’s nothing to set up. We add your bookings, learners and certificates as the training happens, and you sign in with a link we email to you, so there’s no password to remember.

From the portal you can check upcoming courses, change a learner’s details or ask to move or cancel a booking, download one certificate or a whole team’s in a single file, see whose qualifications are due, and download invoices and credit notes. You can also ask for more training and respond to our proposals.

It covers training you book with us, and we email reminders to you and your learners before a Northlight certificate is due for renewal.

Why it exists: the admin around training is where things slip

If you organise first aid training for a team, it’s probably one job among many. The course takes a day or three. The records it leaves behind have to last three years, and that’s where things go wrong.

You might recognise some of these:

A manager asks who your first-aiders are, and the answer is in a spreadsheet that was last updated by someone who has since left.
An auditor, insurer or client wants copies of everyone’s certificates, and they’re spread across a dozen email threads.
Someone booked on next week’s course has handed in their notice, and you’re not sure whether you can swap in a colleague.
A first-aider’s certificate expired two months ago, and nobody noticed until they were needed.
Finance needs the invoice for a course you booked in the spring.

None of these is difficult on its own. Together, over three years and a changing team, they’re how a workplace that thought it was covered finds out it isn’t.

We built My Northlight around those jobs rather than around our booking system. Each section below takes one: what usually goes wrong, how the portal handles it, and a sample you can try. The samples use a made-up business, so nothing you do in them changes a real booking.

Your bookings, and what to do when plans change

Before the course

The week before a course is when the questions arrive. Who’s going? Where is it, and what time does it start? Has everyone been told?

Your home screen shows upcoming training first: the course, the date, where it’s happening and who’s booked. Open Bookings for the full list, with a countdown on each (“In 20 days”) so the next one is obvious, and search or filter by course or date when the list gets long.

Each booking has everything you’d otherwise go looking for: the venue and postcode, start and finish times, the booking reference, who made the booking, how many places, the learners’ names and the invoice. There’s a link to the course page if someone asks what the day involves.

When plans change

Plans change between booking and course day. Someone leaves, someone’s off sick, a busy week lands on top of the training. Normally that means an email, a wait for a reply and a question about what it will cost.

In My Northlight you open the booking and choose Manage booking.

Change a learner. Correct an email address or phone number, or put a colleague’s name on the place instead, any time up to midnight the night before the course. The new learner gets the course information they need.
Move to another date. For public courses, choose the places to move and pick another published date that still has space. For onsite courses, tell us the dates that suit you and we’ll agree a new one.
Cancel. Cancel one or more places on a public course, or an onsite booking as a whole.

Before you send anything, the portal shows what the change will cost under our booking terms, and why: whether a transfer is free, any charge, and the refund you can expect, with a line explaining the rule that applies (for example, how far away the course is). If something outside your control has happened, you can ask us to take it into account. Your booking stays exactly as it is until we confirm the change, so nobody loses a place while a request is being looked at.

If someone can’t make it, it’s usually better to substitute a colleague than to cancel. Substitutions are free up to the end of the day before the course, the place is already booked, and you keep the cover you planned for.

My Northlight Bookings

Sample data

Bookings

7 bookings across your organisation.

Search by course, reference or venueCourse

Showing 7 of 7 bookings

Nothing you do here changes a real booking.

Who’s trained, and their certificates in a couple of clicks

Your learners

“Who are our first-aiders?” sounds like a simple question until you have to answer it with confidence.

My Learners lists everyone in your organisation who has trained with us, and it puts the people who need attention first: anyone whose qualification has expired, then anyone due to renew soon, then everyone else. Open a learner to see their qualifications, renewal dates, training history and certificates in one place.

When someone leaves, archive them. They drop out of your active list and your totals, so the numbers you see are the people you actually have, and their training records are kept in case you need them later.

A list of trained people isn’t the same as cover. What matters is whether one of them is on site when something happens, across shifts, holidays and days working from home. Our guide to how many first-aiders you need helps you check that.

Their certificates

Requests for certificates tend to arrive all at once and in a hurry: an audit, a tender, an insurance renewal, a client who wants proof before you start on site.

Every certificate we issue for your team is in Certificates, filtered by course or renewal date if you need just some of them. Open any one to view it and download the PDF.

For more than one, choose Select certificates, tick the ones you need (or select everything shown), and download them as a single ZIP file. Download all current certificates does the same for every valid certificate in one go. Each download holds up to 40 certificates; for a larger team, filter by course and download in batches.

Certificates appear once the course has been completed and processed, usually within 72 hours. Every learner has their own account too, so they can see and download their own certificates.

My Northlight My Learners

Sample data

My Learners

16 active learners in your organisation.

Search by name or emailCourse

Showing 16 of 16 learners

Expired 2

Expiring soon 2

All other learners 12

Nothing you do here changes a real booking.

See renewals coming, not after they’ve lapsed

First Aid at Work and Emergency First Aid at Work certificates last three years, and there’s no grace period. Once the date passes, that person no longer counts as a trained first-aider until they requalify. Our article on how long a first aid certificate lasts explains the rules and the renewal courses.

My Northlight shows the date on every certificate and flags it as it gets closer: within 90 days, 60 days and 30 days, then expired. Your home screen counts how many are due in the next 90 days and how many have expired, so you can see the position without opening a list.

When a learner is already booked on their renewal, the portal shows Renewal booked, so you can tell the renewals that are in hand from the ones that aren’t. For those that aren’t, Book renewal takes you straight to the right course dates.

We also email a reminder to you and to the learner before a Northlight certificate is due. The portal can only track training you’ve done with us. If some of your first-aiders trained elsewhere, keep their dates alongside.

We’d start looking about 90 days before a certificate runs out. That gives you time to find a date that suits the person and the rota, and for First Aid at Work it means the shorter two-day requalification course is still open to them. It’s also worth checking whether two of your first-aiders expire in the same month. If they do, book one of them early so you’re never relying on both renewing at once.

My Northlight Home

Sample data

Qualification status

Here’s where your organisation’s training stands today.

Renewals in the next 12 months

2 renewals in the next 12 months. Amina Khan and Patrick Reid renew within 3 weeks of each other: book one early so you never rely on both renewing at once.

Due within 90 days

Amina KhanEmergency First Aid at WorkExpires Expires within 60 days Renewal booked
Patrick ReidFirst Aid at WorkExpires Expires within 60 days

By course

First Aid at Work3 currentNext renewal
Emergency First Aid at Work5 current · 2 expiredNext renewal
Fire Marshal1 currentNext renewal

We email you and the learner before a Northlight certificate is due for renewal.

Nothing you do here changes a real booking.

Invoices and credit notes when finance asks

Finance usually wants an invoice months after you’ve forgotten booking the course, or wants to know the PO number it went against.

Invoices holds every invoice and credit note for your bookings. Search by reference, course or description, or filter by status and date. Each one shows its date, amount, due date, status, payment method and PO number, and links to the booking it belongs to. Preview it on screen, download the PDF, or pay by card where that’s been set up. A credit note shows the invoice it relates to and the amount credited.

My Northlight Invoices

Sample data

Invoices and credit notes

View and download invoices and credit notes for your bookings.

Search by reference, course or descriptionStatus

Showing 8 of 8 items

Nothing you do here changes a real booking.

Arranging more training

New starters, a new site, a renewal that’s coming up: sooner or later you’ll need more training.

From Book training you can book places on one of our public courses, or ask for training at your workplace. The onsite request takes you through the courses, roughly how many people, the dates and venue that work for you, and what the room needs for the practical work, so we have what we need to come back with a proposal.

Your proposal arrives in Proposals, with the total, the dates we’ve suggested, how long it’s valid for, and the PDF. You can accept it, tell us what you’d like changed, or decline it with a reason. Once you accept, it becomes a booking, and everything above follows from there.

My Northlight Proposals

Sample data

Proposals

Review, download and respond to your onsite training proposals.

Need a new onsite proposal?Tell us what your team needs using the onsite training request.

Awaiting your decision

Q-0231Awaiting your decision
Emergency First Aid at Work, 8 learners
Total
£495.00
Proposed dates
or
Valid until

Previous proposals

Q-0207Accepted
First Aid at Work, 3 learners
Total
£1,350.00
Date
Valid until

Nothing you do here changes a real booking.

Getting access, and who sees what

You don’t need to set anything up. Every learner has their own account, and whoever books training with us can see everyone they’ve booked. To sign in, enter your email address and we’ll send you a link: there’s no password to remember. If you’d like a colleague to manage your organisation’s training too, tell us and we’ll add them.

What each person sees depends on their role:

Organisation administrators see every learner, booking, certificate and invoice for their organisation.
Booking contacts see the bookings they’ve made and the learners on them.
Learners see their own training and certificates, and nobody else’s.

If anything looks wrong, such as a missing certificate or a learner listed twice, contact us and we’ll put it right.

ON THIS PAGE

Quick answer

Why it exists

Bookings and changes

Learners and certificates

Renewals

Invoices and credit notes

Arranging more training

Access and roles

TRAINING FOR THIS TOPIC

Requalification First Aid at Work