An example from HR and compliance
Have you ever learned a license had lapsed after the person already worked the shift?
Nobody hid it. The date sat in a folder nobody opened. Now the shift can't be billed, or worse.
Who this is for
- Firms whose people need licenses, certificates or checks to work.
- Expiry dates kept in a spreadsheet, an HR system and several inboxes.
- Lapses noticed only when a client, surveyor or auditor asks.
When we'd advise against it
A dozen people with one license each? A calendar reminder will do. Your HR system already tracks expiry, and people renew on time? You're covered, and we'd tell you so.
Where the work stalls: between the expiry date and the schedule
- Hired
- Documents collected
- Verified
- Filed
- Expiry approaches
- Renewal chased
- New copy filed
- Cleared to work
Records live in three places that agree by luck. Expiry dates get noticed when someone happens to look.
Renewal reminders go out from one person's memory. Proving a file is complete means building it by hand.
In staffing, it's a nurse's license and yearly TB test. In home health, it's a caregiver's CPR card and background check. In construction, it's the crew's safety cards and a subcontractor's insurance certificate. In an insurance agency, it's each producer's state licenses and education credits.
What we would build: a credential expiry watch
It tracks every required document for every person, and chases renewals before they lapse.
What changes
- Each person's required documents are listed and checked.
- Renewal reminders are drafted two months ahead, then again one month ahead.
- New copies are read on arrival, and the date updated.
- Schedulers see who isn't cleared before they book a shift.
What it's worth to you
Think of the last lapse you found. Count the shifts or jobs that couldn't be billed, and add any fine, penalty or denied claim.
Then ask how many hours a month go on checking dates by hand.
Credential watch ยท this week
388 people tracked
| Renewals due within two monthsReminders drafted. | 21 |
|---|---|
| Due within one monthSecond reminder drafted. | 5 |
| Expiring this weekProposed for removal from next week's schedule, pending approval. | 2 |
| New copies received and filed | 4 |
Your compliance lead approves every reminder and every hold.
How it works, in full
Read the full workings
When it starts
Every morning, and whenever a document arrives.
What it reads
Your HR or staffing system, such as Bullhorn, HHAeXchange or a payroll platform. Your document folders and inbox. Your scheduling tool. We confirm each one in the first conversation.
The steps
- Lists each person's required documents, by role and client.
- Reads each document on file and records its expiry date.
- Drafts renewal reminders two months and one month ahead.
- Reads new copies on arrival and updates the date.
- Flags anyone not cleared for upcoming shifts.
- Builds a complete file for any person, on request.
Where a person signs off
Your HR or compliance lead sends reminders, and decides who's held off a schedule.
What it never does
It never marks a license verified without a person checking the source. It never takes someone off work by itself.
What we'd ask of you
Your list of required documents by role. Access to where they're filed. One person who owns compliance.
What tends to come with it
- New-starter onboarding, so files are complete before day one.
- Audit-ready files, so an auditor's request takes minutes.
- Scheduling, so only cleared people get booked.
You become the firm that's ready whenever someone asks for a file.
Every license stays current, and every billed shift stands up to a question.
Yours would look different, of course. Shaping it to your firm is what the first conversation is for.
Shall we find an hour?
A first conversation is with one of our co-founders. It's free, takes about an hour, and needs no access.
A person writes back, usually within one working day.