Administration

Certificate Validation

Verify the authenticity of signed funding agreements and detect potentially fraudulent documents

certificate validation fraud verification authentic security

What is Certificate Validation?

Certificate Validation allows you to verify the authenticity of signed funding agreements. When a parent signs a funding declaration, the system creates a unique digital certificate containing a cryptographic hash of the document. This certificate can be used to verify that a document is genuine and has not been tampered with.

Why Use Certificate Validation?

  • Fraud Detection - Identify potentially forged or altered documents
  • Audit Compliance - Prove document authenticity during audits
  • Local Authority Requests - Verify documents when requested by authorities
  • Security - Ensure funding claims are backed by genuine parent signatures

Validation Methods

There are two ways to validate a signed agreement:

Method 1: Upload Document

  1. Go to Reporting > Certificate Validation
  2. Click 'Choose File' or drag and drop a PDF file
  3. Click 'Validate Document'
  4. The system calculates the document's hash and checks it against stored certificates

Method 2: Certificate Code Lookup

  1. Go to Reporting > Certificate Validation
  2. Enter the Certificate ID (32-character code) or Verification Code (12-character short code)
  3. Click 'Look Up Certificate'
  4. The system retrieves the certificate details directly

Validation Results

Authentic Document

If the document is authentic, you'll see:

  • Green verification badge
  • Certificate details (ID, verification code, signed date)
  • Signer information (name, email, relationship to child)
  • Device details (IP address, browser, device type)
  • Geolocation (if captured)
  • Links to the child record and submission

Potentially Fraudulent

If the document cannot be verified, you'll see:

  • Red fraud warning
  • Document hash (for investigation)
  • Possible reasons for failure

Reasons for Validation Failure

A document may fail validation for several reasons:

  • Document was altered - Any modification changes the hash
  • Not generated by this system - Document was created elsewhere
  • Forgery attempt - Document was fabricated
  • Wrong document - Uploaded a different document than the signed agreement
  • Corrupted file - File was damaged during transfer

Certificate Information

Each signing certificate records:

  • Certificate ID - Unique 32-character identifier
  • Verification Code - Short 12-character code (printed on documents)
  • Document Hash - SHA-256 cryptographic hash
  • Signer Details - Name, email, relationship to child
  • Signing Time - When the document was signed
  • Device Info - Browser, operating system, device type
  • Network Info - IP address used for signing
  • Geolocation - Location data (if parent consented)
  • Session Info - Time spent on signing page

Important: If you discover a potentially fraudulent document, investigate thoroughly before taking action. Contact your local authority safeguarding team if fraud is suspected.

Frequently Asked Questions

Where can I find the verification code on a signed agreement?
The verification code is printed on the signed PDF agreement, typically in the footer or certificate section. It's a 12-character code that can be used to look up the full certificate details.
Can a document fail validation if it was legitimately signed?
Yes, if the document has been modified in any way after signing (even adding annotations or resaving), the hash will change and validation will fail. Always use the original downloaded PDF.
What should I do if a document fails validation?
First, ensure you're using the original signed PDF. If it still fails, check if it's from this system. If fraud is suspected, document the issue, contact your local authority, and follow your safeguarding procedures.
Who can access Certificate Validation?
Certificate Validation is available to Nursery Managers and Head Office users. Regular staff cannot access this feature.
Last updated: January 25, 2026
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