Tracking professional licenses for your staff
Pro adds escalation to managers.
If your business employs licensed professionals, their licenses are your problem too. An electrician working on an expired license, a nurse whose license lapsed during a busy month, a driver whose commercial license expired last week: each can mean they have to stop work, and may create risk for your business. Tracking these dates centrally is a basic part of running a licensed team.
Licenses and certifications commonly tracked
- Nursing and other healthcare licenses
- Electrician, plumber and HVAC licenses
- Contractor and trade certifications
- CPA and other accounting credentials
- Real estate and insurance agent licenses
- Commercial driver's licenses and medical cards
- First aid, CPR and safety certifications
- Food handler and alcohol server certificates
- Forklift and equipment operator certifications
What to keep for each person
- Employee name and role
- License type and number
- Issuing board or body and state
- Issue and expiry date
- Renewal requirements, such as continuing education hours
- A copy of the current license
- The employee's manager
Continuing education is the hidden deadline
Many licenses require a number of continuing education hours before renewal. The real deadline for the employee is the date by which they must finish those hours, which can be weeks or months before the license expiry. Set reminders early enough to cover it, often 120 or 90 days ahead.
Who should be reminded
Reminders work best when they go to:
- The employee, who does the renewal
- Their manager, who needs to know if the person can keep working
- HR or the office manager, who keeps the record
If the employee doesn't act, the manager should hear about it automatically, not discover it at an audit.
After the renewal
Ask for a copy of the renewed license or a printout from the licensing board's online verification. Many boards have a public lookup where you can confirm a license is current. Record the new expiry date and store the copy.
New hires and leavers
Add licenses on day one as part of onboarding. Archive them when someone leaves rather than deleting, so you keep a record of what was valid during their employment.
Privacy
License records can contain personal details. Limit who can see them, and only keep what you need.
Using Renew Clock for staff licenses
Add each license as an item with the employee as holder and the manager as backup. Upload the license photo on Starter and above and the dates are read for you to confirm. Pro adds escalation, so if the employee doesn't mark the license renewed, their manager is told. Custom fields on Pro hold things like continuing education hours or license class, and the audit log records every change. Business supports multiple locations for teams spread across sites.
Questions
Can employees upload their own renewed licenses?
At launch, uploads are done by users on your account. Add employees as users on the plan if you want them to manage their own items.
Does Renew Clock verify licenses with the boards?
No. We track the dates and documents you provide. Use the board's own lookup to verify.