The Yellow colour means that the document is soon going to expire and that you have to update the document. The yellow colour will not affect the total certificate.
To mark usage of machinery you have to first upload necessary documentation as certificates in the personal profile. The PPE icons must be marked and the PPE declaration uploaded and signed.
If the worker applied for the HSE-card, but did not receive it yet, you can upload the application in the field called HSE-card. Upload the HSE-card as soon as you receive it, since the application will just be valid for a short period!