By Katari Technologies Ltd · Published
Why credentials need more than a spreadsheet
In regulated work, a licence or certificate is the difference between someone being allowed to do a task and not. A spreadsheet of expiry dates only helps if somebody looks at it on the right day. By then, a person may already be on the roster.
What to track
For each person and each credential record the type, the number, the date it was issued, the date it expires and a copy of the document. Define which credentials each post needs, so the requirement is explicit.
Keep the record close to the person and the post, not in a separate folder. When someone is moved to a different post, the system should be able to say at once whether they hold what the new post asks for.
Warn early, block late
Send reminders well before expiry so people have time to renew, and escalate to a supervisor as the date approaches. When a credential has lapsed, the system should prevent the person being assigned to work that needs it, and say why.
- Reminders at agreed intervals before expiry
- A visible status for each person: valid, due soon, lapsed
- Assignments blocked when a required credential has lapsed
- A record of who renewed what, and when
Common gaps to close
Most lapsed credentials are not forgotten on purpose. They slip through because of a few predictable gaps.
- Nobody owns the reminder, so everyone assumes someone else will chase it
- Renewal documents are kept in an inbox instead of against the person’s record
- A requirement exists on paper but not on the post, so the roster cannot enforce it
- Temporary cover is arranged without checking the cover’s credentials
Let people see their own
People should see their own credentials and expiry dates and be able to upload a renewed document. In Kinetic VOC credentials have expiry warnings, scans can be attached, each person sees their own status and a lapsed credential blocks assignment.