An AI agent certificate register is one table listing everyone who works with your agents: the credential each person holds, its number, its expiry, when someone last checked it at source, and which approval rights depend on it. Copy the template below, keep one row per person per credential, and review it monthly.
What is the register for?
It answers a question auditors, supervisors and your own risk team will ask sooner or later: on the day this held payment was approved, did the approver hold a current credential for that depth? Without a register, the answer lives in inboxes, training portals and memory.
The register is internal. It is not the same thing as a public register of certificates, which the issuer keeps so that anyone can check a credential. Your register points to that public record and notes when you last looked. Nor is it a register of agents: if you are building an inventory of the systems themselves, see the AI agent register for the EU AI Act.
Two clocks matter here. People's certificates last 12 or 24 months, depending on the credential. Agents' certificates lapse after 90 days. The register tracks the first; it should never be used to stand in for the second.
Who keeps it, and how often is it updated?
One named owner keeps it, usually in operations or learning and development, with read access for risk and audit. Update it on four events: a new credential is issued, a credential is renewed, a credential lapses or is revoked, and approval rights change. Run a monthly sweep that re-checks every row due to expire in the next 60 days.
How do you fill it in?
- Person and role. Use the role that carries approval rights, not the job title on the contract.
- Credential. Name it exactly as issued. A Foundations badge has no expiry; a professional certificate does.
- Certificate number. Copy it from the certificate. Never record a credential you have not seen.
- Issued and expires. Take both from the issuer's page, not the learner's email.
- Last checked at source. The date someone looked up the number and the result: current, lapsed or revoked.
- Approval rights backed. The capability and depth this credential supports, and any value limit.
- Rights status. Active, suspended pending renewal, or withdrawn.
The register template
| Field | What to enter |
|---|---|
| Register ID | Sequential reference, e.g. REG-001 |
| Person | Full name as on the certificate |
| Team and role | The role that holds approval rights |
| Credential | Exact name as issued |
| Certificate number | As printed on the certificate |
| Issued on | From the issuer's verification page |
| Expires on | From the issuer's verification page; "no expiry" where that applies |
| Last checked at source | Date and the person who checked |
| Result of last check | Current / lapsed / revoked |
| Approval rights backed | Capability, depth and value limit |
| Rights status | Active / suspended / withdrawn |
| Renewal due by | 30 days before expiry |
| Renewal status | Not started / in progress / complete |
| Notes | Exceptions, cover arrangements, contractor status |
Keep a second, short table of approval rules so each row can be read against them: for each capability and depth, the credential required and whether a second approver is needed.
A worked example
Take a sample payments operations team with three people. Values are illustrative.
| Field | Row 1 | Row 2 | Row 3 |
|---|---|---|---|
| Person | A. Mensah | R. Patel | J. Okafor |
| Role | Team lead | Reviewer | Reviewer (contractor) |
| Credential | Certified Pryme Operator | Certified Pryme Operator | Foundations badge |
| Certificate number | OP-0000-1111 | OP-0000-2222 | FB-0000-3333 |
| Expires on | 30 April | 31 August | No expiry |
| Last check | 1 March, current | 1 March, current | 1 March, current |
| Rights backed | Release held payments, depth 4, up to 50,000 | Release held payments, depth 4, up to 5,000 | Read and comment, depth 1 |
| Rights status | Active | Active | Active |
| Renewal due by | 31 March | 1 August | Not applicable |
The monthly sweep in March flags row 1: renewal is due before the end of the month. If A. Mensah's certificate lapses on 30 April, the depth 4 right moves to "suspended" the same day, and held payments above 5,000 route to another certified approver until the issuer's page shows the renewal. Row 3 shows why the register needs the rights column: a badge is a sound start, but it backs no approval at depth 4.
Where the Academy fits
Pryme Intelligence Academy issues certificates through VerifyDoc.ai, so the "last checked at source" field can be completed by looking up the number or scanning the QR code; a lapsed or revoked certificate shows as such on the same page. Its public register lists people by name, credential and expiry, and the admin view for teams shows expiry dates in one place. More in the guide to AI literacy and certification for people who work with agents.
Questions people ask
Can the register replace checking certificates at source?
No. The register records that a check happened and what it found. A credential can be revoked between sweeps, which is why the date of the last check sits in its own column.
Should contractors be on the same register?
Yes, in the same table with a contractor flag. The approval rule does not change because the person is external, and the register is where an auditor will look first.
How long should rows be kept after someone leaves?
Keep them for as long as you keep the decision records they approved. A verdict filed in the record is only fully explained if you can show the approver's credential on that date, and the reasoning is set out in why a public register makes certification mean something.