Compliance dashboard
Your workforce compliance score, its trend over the last 12 months, what expires in the next 30 days, what has lapsed and which credential types have the most gaps.
How it works
License and certification tracking, from sign-up to survey day
credentracker keeps every clinician's credentials current in four steps. Set it up once — after that the status checks, reminders and audit trail run on their own.
Compliance96%
Expiring7
Expired2
Expiring soonNext 30 days
ARA. RiveraRN License · 412 days leftValid
JMJ. MendezCPR / BLS · 18 days leftExpiring soon
TKT. KowalskiTB Screening · 6 days overdueExpired
LSL. SantosHHA Certificate · 203 days leftValid
At a glance
Four steps, then it runs itself
Each step below is what actually happens in the product — no integrations to build and nothing to install.
Set up your clinic and add your team
Sign up, verify your email and activate your clinic. Add each person with their role and invite them by email, text message or a link you share — there are no passwords to set up.
Get every credential on file
Staff snap a photo or upload a PDF of each license or certificate from their phone, or HR records it for them. The type, number, issuing body, dates and document stay together, and every file is malware-scanned before anyone can open it.
Let the reminders chase renewals
Every night credentracker rechecks each expiration date in your clinic's timezone. Staff get an email and a text 90, 60, 30 and 7 days out and on the day it expires; admins and HR get an email the day anything lapses.
Show the proof whenever you're asked
The dashboard shows your compliance score, what expires next and what has lapsed. Export a PDF compliance report or an Excel or CSV register, with an audit log of who changed what, and when.
Step 1
Set up your clinic and bring in your team
Sign up with your work email, name your clinic and choose its timezone — expiration dates follow your local calendar. Once the first month (or year) is paid, add people with a role and invite them by email, text message or a link you share. Staff sign in with a one-time code, so nobody has a password to forget.
| Role | What they can do |
|---|---|
| Organization Admin | Everything HR can do, plus clinic settings (name, timezone, logo), billing and the audit log. |
| HR / Compliance | Adds, invites, suspends and removes staff; records and updates anyone's credentials; sees the dashboard and exports reports. |
| Clinical staff | Providers, registered nurses, licensed practical nurses and certified nursing assistants manage their own credentials: upload documents, update renewal dates and see what's due. |
Permissions are checked on every request, not just hidden in the interface. A record outside someone's access simply isn't found.
Step 2
Get every credential on file — with the document behind it
Staff add their own from a phone or computer, or HR records them on their behalf. Either way, each credential is one complete record instead of a spreadsheet row and a photocopy in a binder.
| Field | What it holds |
|---|---|
| Type | License, certification, registration, screening or training. Common types are suggested; anything else can be typed in. |
| Issuing body | The board, registry or provider that issued it, so anyone checking can trace the source. |
| Credential number | The number printed on the document — searchable from the credentials list. |
| Issue and expiration dates | Calendar dates in your clinic's timezone, so a license never expires a day early because of a time-zone conversion. |
| Supporting document | A photo or PDF of the credential itself. Every credential has one, and it can only be opened once it has passed the malware scan. |
| Status | Valid, expiring soon (within 30 days) or expired — recalculated every night from the expiration date. |
| Reminders sent | The last reminder that went out and when, so you can see the schedule is running. |
Every upload is scanned before anyone can open it
Documents are PDF, JPG or PNG files up to 10 MB. They go straight from the browser to private storage, are checked against the file type they claim to be, and are scanned for malware by AWS GuardDuty before anyone can view them.
| State | What it means |
|---|---|
| Uploading | The file is on its way from the phone or computer straight to private storage. |
| Scanning | Uploaded and being checked for malware. Nobody can open it yet. |
| Clean | No threats found — the staff member and their managers can open it. |
| Infected | Malware was found. The file is deleted, never becomes downloadable, and the event is written to the audit log. |
| Rejected | The file failed the type, size or content check and was discarded. |
Step 3
Reminders chase every renewal, so your team doesn't have to
Every night credentracker rechecks each expiration date in your clinic's timezone and sends each reminder once. Messages go out between 9am and 8pm local time, and renewing a credential restarts its schedule automatically.
| When | Who hears about it | Why it matters |
|---|---|---|
| 90 days before | The staff member, by email and text | Plenty of time to book a renewal course or exam. |
| 60 days before | The staff member, by email and text | A second nudge while there is still slack in the calendar. |
| 30 days before | The staff member, by email and text | The credential now shows as “expiring soon” on the dashboard. |
| 7 days before | The staff member, by email and text | The last reminder before the credential lapses. |
| On the expiry date | The staff member by email and text, and every admin and HR user by email | The credential is expired: managers hear about it the same day, not at the next survey. |
Staff can reply STOP to opt out of text messages; email reminders continue. A reminder for a credential that was renewed in the meantime is canceled instead of sent.
Step 4
Show the proof whenever you're asked
When a surveyor, an accreditor, a payer or your own board asks who is cleared to work, the answer is already on screen — and one export away.
Reports in the format asked for
A PDF compliance report with your logo and a summary page, or the credentials register as Excel or CSV. The workforce roster exports as Excel or CSV.
An audit log you can stand behind
Sign-ins, document views, exports, credential changes, invitations and settings changes — each with who did it and when. Entries are only ever added, never edited.
Gaps you can act on
Clinical staff with no credentials on file count against the score, because a missing document is exactly what a surveyor would flag.
Good to know
What credentracker doesn't do
Being clear about the edges saves everyone time.
- It doesn't verify credentials with licensing boards. It records what you and your staff enter and tracks the dates. Keep verifying with the issuing body as your policies require — the document, dates and audit trail are kept together to show that you did.
- It isn't an EHR. It holds workforce credentials, never patient records, and the terms don't allow uploading patient information.
- It doesn't guarantee a survey outcome. It makes sure dates are noticed in time and the evidence is ready; your compliance program does the rest.
Put renewals on autopilot
Sign up, add your team and let the reminders do the chasing — with the proof ready for your next survey.