Employee document expiry tracking
Employee document expiry tracking, with reminders before anything lapses
Soteriaa tracks the expiry dates of each employee's documents and certificates and reminds you before one lapses, for up to 10 people on HR Micro. HR Micro costs £19 a month or £190 a year (two months free when paid annually), with a 14-day free trial.
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Employee document expiry tracker
What you can track
Any document or certificate you upload against an employee or candidate, with the dates written on it.
You enter each date as it appears on the document. For what usually goes in the file, see the employee file checklist.
- Files uploaded as evidence: PDF or Word, up to 10 MB each.
- An issue date, an expiry date and a review date on each file, plus notes.
- 4 categories: employment document, review, acknowledgement and other.
- Each file sits on the person's record, alongside their job title, department, manager, work location, and probation and appraisal dates.
- A person with no file attached is flagged as missing evidence.
Employee credential expiry tracking software
How reminders work
Every expiry date is checked each day against a fixed 30-day window.
The 30-day window is the same for every date and cannot be changed per document. If a renewal takes longer than that, add a review date to the file earlier: review dates are reminded the same way.
- From 30 days before expiry, the file is listed as upcoming on the dashboard and in the daily email digest.
- On the day it expires it moves to due today, then to overdue, and stays listed while the person's record is active.
- One digest a day per workspace, sent only when something is listed, with up to 25 items in each section.
- It goes to the workspace's reminder email address, or to the administrator if none is set. You can preview the exact email first, or turn reminders off.
- Probation dates, appraisal dates, missing files and open actions are in the same digest.
Worked example (fictional)
Ten people, one expiring document, one missing file
Example Care Agency Ltd (fictional), as the digest would list it on 1 November 2026. Every name and document is invented.
On smaller screens, scroll the table sideways to see every column.
| Person (fictional) | File on record | Expiry date | Digest on 1 November 2026 |
|---|---|---|---|
| A. Example | Driving licence check | 20 November 2026 | Upcoming: expires in 19 days |
| B. Sample | No file uploaded | None | Listed under no evidence linked |
| C. Example | First aid certificate | 14 March 2027 | Not listed (more than 30 days away) |
| D. Sample | Food hygiene certificate | 2 June 2027 | Not listed (more than 30 days away) |
| E. Example | Manual handling certificate | 30 January 2027 | Not listed (more than 30 days away) |
| F. Sample | Signed employment contract | No expiry | Not listed |
| G. Example | Forklift licence | 11 September 2027 | Not listed (more than 30 days away) |
| H. Sample | Signed employment contract | No expiry | Not listed |
| I. Example | First aid certificate | 8 April 2027 | Not listed (more than 30 days away) |
| J. Sample | Medication training certificate | 19 February 2027 | Not listed (more than 30 days away) |
Fictional data. The digest lists each item with the person, the file and the number of days left.
What it does not do
It does not check that a document is genuine or still valid, carry out right-to-work or identity checks, request renewals from employees or collect e-signatures. It makes no employment decisions and does not delete records automatically: records stay until an administrator archives them. It is not an HRIS: there is no payroll, leave or absence management.
Plan scope
HR Micro: 1 user and up to 10 employees or candidates
Up to 10 employees or candidates at a time. People marked ended or archived do not count.
On smaller screens, scroll the table sideways to see every column.
| Plan | Monthly | Annual (2 months free) | Includes |
|---|---|---|---|
| HR Micro | £19 a month | £190 a year | 1 user and up to 10 employees or candidates |
| HR Small · Coming soon | £39 a month | £390 a year | Up to 3 users and up to 30 employees or candidates |
| HR Growing · Coming soon | £79 a month | £790 a year | Up to 10 users and up to 100 employees or candidates |
HR Small and HR Growing are coming soon. Prices exclude VAT where applicable. Annual plans are paid upfront. HR Micro starts with a 14-day free trial. Start a 14-day free trial.
FAQ
Common questions
How far ahead does Soteriaa remind me about an expiring document?
30 days before the expiry date, in a daily email digest and on the dashboard. The item stays listed as due today and then overdue while the person's record is active.
How many employees can I track?
HR Micro covers 1 user and up to 10 employees or candidates. People marked ended or archived do not count. HR Small and HR Growing are coming soon.
Does Soteriaa check that a document is valid?
No. It records the dates you enter and reminds you about them. It does not verify documents, carry out right-to-work or identity checks, or make employment decisions.
Track employee document expiry dates
HR Micro: £19 a month or £190 a year (two months free when paid annually). Starts with a 14-day free trial.