How do I keep worker compliance documents and certifications current?
Expired certifications and missing documents put workers, clients and your agency at risk.
- Certifications expire without notice.
- Documents are in email.
- Can software block expired workers?
Define the documents each role needs, such as work authorization, certifications, safety training and background checks. Store them in your ATS with expiry dates, send workers reminders with an upload link before expiry and block assignments for workers whose required documents have lapsed. Keep access tight, since these documents are sensitive.
Track per role
- Work authorization.
- Trade and safety certifications.
- Training records.
- Background checks where required.
Automation
| Step | What |
|---|---|
| Checklist | Required documents by role |
| Expiry dates | Stored in the ATS |
| Reminders | 30 days before |
| Blocks | No assignments if lapsed |
How we look at it at ShoutEx
We set up checklists, reminders and assignment rules.
- Documents in email.
- No expiry tracking.
- Assignments with lapsed certifications.
- Wide access to sensitive files.
- Checklists by role.
- Expiry reminders.
- Assignment blocks.
- Tight access.
What recruiters and regulators say
Here is what staffing teams and regulators say.
Ontario licensing rules for agencies.
Read the page →Safeguards for sensitive personal information.
Read PIPEDA in brief →Community summaries describe recurring themes in public threads, not individual posts. Vendor pages describe vendor claims, so test them on your own calls.
Read next
Go deeper in the ShoutEx guides, or check the sources behind this answer.
We'll set up checklists and assignment rules.
Book a call →Follow-up questions
Who can see documents?
Only staff who need to.
Can workers upload themselves?
Yes, with secure links.
What about clients' requirements?
Add client-specific checklists.