The course is booked
Booking is progress, not renewed validity. Keep the case open until the resulting evidence is accepted.
Certification expiry and renewal tracker
Give each upcoming certification renewal an owner and next action. Track bookings, missing evidence and accepted replacements without clearing an expiry too early.
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Start with the example. Adapt it to your team.
Work backwards from expiry, not forwards from a reminder
21 days to book + 7 to complete + 7 to review = 35 days
Planning example: with three weeks needed for booking, a 30-day reminder is too late for this sequence. Use your provider’s actual lead time, add a suitable buffer and set the renewal window for that credential type.
The example includes a 30-day renewal-window check and an expiry check. Adjust those rules to match your providers, review process and working calendar before relying on them for your team.
Keep blockers visible through the whole renewal
Approaching expiry
Open the credential and confirm whether renewal is still required. Name the coordinator and record the expected provider, booking date or outstanding decision.
Booked or waiting for the provider
Keep the original expiry visible. If a session is unavailable, record the blocker and escalate the next action instead of treating the booking request as a completed renewal.
Replacement evidence under review
Inspect the new document, dates and identity. A returned file leaves the renewal unresolved and the original credential’s expiry unchanged.
Accepted replacement
Link the accepted replacement, close the renewal case and retain the predecessor. The employee’s current coverage now follows the reviewed record.
Do not clear these three cases with one status change
The replacement file is returned
Explain the defect and request a correction. The old credential must not gain extra valid days because a file was submitted.
Work permission is suspended
An accepted certificate does not by itself lift a separate suspension. Return the task and site to the responsible supervisor for review.
Give each renewal type the follow-up it needs
In Jodoo, a business administrator can change the lead-time rule, add a booking-blocker option or create a coordinator view for a particular provider. Keep those changes around the linked credential and case so owners do not have to reconstruct the history from reminder emails.
Use the certification register to inspect historical evidence, and the safety training app when a changed qualification also affects a named task and site.
Planning and prioritising certification renewals
How do we prioritise several renewals due at once?
Start with the consequences of a lapse, provider availability and remaining review time—not only the nearest expiry date. Give critical qualifications a coordinator view and record the blocker so two cases with the same date need not receive the same priority.
What if the employee no longer needs the qualification?
Have the responsible manager confirm the changed role or requirement. Close the renewal work with that reason and retain the original credential. Do not extend the expiry or delete the history to make the overdue case disappear.
Can we track professional licences as well as course certificates?
Yes, where the job is keeping issuer details, validity, evidence and renewal follow-up. Add licence-specific fields such as registration category or renewal conditions. Automatic checks against a licensing body are not included in this example.
Can the app flag expiry as dates pass?
The example includes scheduled date-based changes for the renewal window and expiry. Set the required lead times, timezone and notification recipients in your installed app and check them against your working schedule.
Keep renewal work tied to the original evidence
Use the renewal tracker
Explore the sample records, then configure the requirements, fields and working views for your team.