Employee Certification & Credential Expiry Tracker: Know Who's About to Fall Out of Compliance

The problem this kills

Somewhere in your operation is a spreadsheet that's supposed to tell you who is allowed to do what. Who's certified to run the forklift. Whose CPR/first-aid card is still good. Which electrician's license is current, who can legally drive the truck, which nurse's registration hasn't lapsed. And every few weeks, someone realizes — usually the hard way — that a card expired last month and the person has been doing the job anyway.

The spreadsheet doesn't warn you. It doesn't know that a "warehouse lead" role requires a forklift cert and a first-aid card, so it can't tell you that Maria is one expired credential away from being unable to work her shift. Nobody gets a reminder until it's too late, the renewal certificate ends up in someone's inbox instead of on file, and when an auditor or an OSHA inspector asks "show me everyone qualified for this role," you're rebuilding the whole picture by hand under pressure.

You don't need to live with that, and you don't need to be a developer to fix it.

What you'll build

A simple internal web tool. You import two things: your employee credentials (person, role, credential type, number, issue date, expiry date, and the certificate file) and your role-to-required-credential map (for each role, which credentials are required). The tool matches them up and computes, per person and per role, exactly who is compliant, who is expiring soon (schedule the renewal), and who is expired (cannot perform the role). It emails the employee and their manager before things lapse via Resend. When a credential is renewed, the employee or HR uploads the new certificate, and the manager reviews and approves it — only then does the person's compliance status flip back to current. At any time you can export a clean credential register and a role-by-person compliance matrix for your auditor.

What's inside the Implementation Plan

The downloadable plan is a step-by-step file you paste into an AI coding agent. It opens by interviewing you about your business — how you track credentials today, what your roles and credential types are actually called, the exact columns in your data, how far ahead you want "expiring soon" warnings, who approves renewals, and your messy edge cases (grace periods, conditional credentials, multi-site staff) — and then it tailors the data model, the compliance rules, and every later step to your answers. This is not a generic template; the agent reflects a short spec back to you and waits for your thumbs-up before it builds anything. From there it walks the agent through the two imports, the compliance computation, the reminder emails, the manager approve-the-renewal screen, and the register and matrix exports — each step with a ready-to-copy prompt. There's also a fallback so you can build the whole thing today even with no API to your HR system.

The governance it includes (this is the point)

This is people's personal credential data tied to whether they can legally do their job, so it ships with the controls a compliance team needs: login so only your team can use it, row-level security so a manager only ever sees their own organization's (and their own team's) people, a complete audit trail of who computed, reminded, reviewed, and approved each credential and when, a hard human-approval gate so a renewal never updates someone's status until a manager reviews the uploaded certificate and signs off, and duplicate guards keyed on person + credential type so the same credential can't be entered twice. Expired credentials are flagged as "cannot perform role" rather than quietly passing — the tool surfaces the gap instead of hiding it.

Who it's for

Operations managers, EHS/safety leads, and HR partners who are accountable for making sure staff hold valid, current credentials for the work they do. If you can describe which roles require which credentials, you can build this.

You've got this — start with the plan, paste the first prompt, answer the interview, and you'll see your compliance picture light up the same afternoon.