Dental practice
8 credential types
- Dental license
- Hygienist license
- Radiography certificate
- CPR / BLS 24 mo
- Infection control training 12 mo
- Hepatitis B record
- Professional liability insurance 12 mo
- DEA registration 36 mo
License and certification tracking
License and certification tracking for small teams
Add each person's licenses, certifications, training and documents with an expiry date. LeaveCalc shows what has expired, what expires soon and what is missing, and emails the person and their manager at 60, 30 and 7 days. It is employee license tracking software that sits next to your time off, not in a separate subscription.
Free for up to 3 people, with a 14-day Pro trial. No card. Licenses and certificates are included in every plan.
LeaveCalcTodayCalendarCredentials3RequestsPeople
60 / 30 / 7default reminder days before expiry, editable for each credential type
7industry starter packs, from dental to drivers and fleet
2people emailed: the employee and the managers who look after them
$0for up to 3 people, with every feature included except SAML single sign-on
What it tracks
Every license, certificate and training date in one list
Add a record when someone is hired or renews. The status works itself out from the dates, so nothing depends on someone remembering to check.
Licenses, certifications, training and documents
Five categories cover professional licenses, first aid and CPR cards, safety training, insurance and right to work checks. Each record holds a number, an issuer, issue and expiry dates, an optional link and notes.
Expiry filled from the issue date
Give a type a default validity, for example 24 months for CPR. Enter the issue date and the expiry fills itself. Tick Does not expire for records that never lapse.
Status at a glance
Four tiles count Expired, Expiring in 30 days, Expiring in 90 days and Missing. Click a tile to filter the list. Status is worked out from the date every day, never typed by hand.
Renewals with history
Renew a record and the new dates become the current one. The old record stays in the history, so you can see what was held and when.
List and people by type matrix
Switch between a list of every record and a grid of people against credential types, with one small status pill in each cell. Gaps are easy to spot.
Reminders where people already look
Emails to the employee and their managers, a block in the Monday summary and a line in the daily Slack or Teams post when something needs attention.
What each record holds
Number, issuer, dates, an optional link and notes, for one person and one type.
A record belongs to one person and one credential type. It holds an optional number and issuer, the issue date, the expiry date or Does not expire, an optional link to where the document lives, and notes. Dates follow your company date format.
People who are deactivated or terminated drop out of the counts, the Missing list and the reminders, but their records stay on file.
Also included
CSV import and export, the person page, department scope and the employee portal.
- CSV import with a template, and a CSV export of current records, with missing items as rows with empty dates.
- A Licenses and certificates card on each person page, with history in a fold.
- Managers see and edit only their own department. Viewers can read but not change anything.
- Employees see their own list in the employee portal, read only, after their balances and requests.
- A card on the Today page when anything is expired, expiring or missing.
Reminders
Reminded at 60, 30 and 7 days, then on the day
The employee and their managers hear about it in time to book the course, renew the card or sit the exam. The days are yours to change for each credential type.
60 days before
ExpiringFirst email to the employee, with the date, the days left and who to talk to. Managers in scope get one grouped email a day, however many items hit a threshold.
30 days before
ExpiringSecond reminder. From here the credential also counts in the Monday summary and in the daily Slack or Teams post.
7 days before
ExpiringLast reminder before the date, to the employee and to the managers.
On the day it expires
ExpiredAn expiry notice goes out. The record turns red and stays at the top of the list until someone renews it.
Default days are 60, 30 and 7. Set up to five reminder days, from 1 to 365, for each credential type. If a reminder day was missed, for example while the service was down, the nearest one is sent once, never several.
To the employee30 days before
Your CPR / BLS expires on Oct 31, 2026
Hi Ana, your CPR / BLS expires in 30 days, on Oct 31, 2026. Please arrange the renewal and let Dana Whitfield know once it is done.
View my licensesTo managersOne email a day
3 credentials need attention
- Eli SuttonForklift operatorExpired
- Oliver GrantData protection trainingIn 9 days
- Lena OrtizFirst aidIn 27 days
Required credentials
Know who has nothing on file at all
A date can only expire if someone entered it. For anything every person in a role must hold, mark the credential as required for everyone or for chosen departments. Anyone without a current record shows as Missing.
- Required for nobody, everyone or chosen departments, set on each credential type
- A new hire shows as Missing the day they are added, until a record exists
- Missing appears in the list, the matrix, the Missing tile and on the Today page
- People who left or were deactivated are left out, so the count stays honest
CPR / BLSCertification, default validity 24 months
RequiredRequired for ClinicalReminders 60, 30, 7
Ana RuizClinical
Expires in 20 monthsBen ColeClinical
Expires in 31 daysDev ShahClinical, started Sep 28
Missing AddExpires in 2 yearsIndustry packs
Start from a pack for your industry
Pick the packs that fit and LeaveCalc adds the usual credential types with a sensible renewal period. Rename, change or delete anything. Adding a pack twice never makes duplicates.
Medical and care
6 credential types
- Professional registration 12 mo
- BLS / CPR 24 mo
- Manual handling 12 mo
- Safeguarding 36 mo
- Background check 36 mo
- Immunisation record
Construction and trades
7 credential types
- Safety induction card
- First aid 36 mo
- Working at heights 24 mo
- Forklift / plant operator 36 mo
- Driver license
- Trade license
- Confined space 24 mo
Food service
4 credential types
- Food handler certificate 36 mo
- Food safety manager 60 mo
- Alcohol service certificate 24 mo
- Allergen training 12 mo
Manufacturing and warehouse
5 credential types
- Forklift operator 36 mo
- Lockout / tagout training 12 mo
- First aid 36 mo
- Fire warden 12 mo
- Hearing test 12 mo
Drivers and fleet
4 credential types
- Driver license
- Commercial driver license
- Medical card 24 mo
- Vehicle insurance 12 mo
Office basics
4 credential types
- First aid 36 mo
- Fire warden 12 mo
- Right to work check
- Data protection training 12 mo
Or build your own
Any name, any category, any renewal period. Add a type while you add the first record, or import a CSV.
Start freeThe renewal periods are common starting points, not legal requirements. Confirm what applies to you with your regulator, insurer or adviser, then edit the period on the type.
Industries
License tracking for your kind of team
One page for each industry, with the credentials, the roles and the reminders that team uses. The tool underneath is the same.
One tool
Time off and credentials in one place
Your team's time off may already live in LeaveCalc. Licenses and certificates use the same people, departments, locations and roles, so there is no second login, no second people list and no second subscription. See leave tracking software for the time off side.
- Managers see only their own department's credentials, the same way they see its time off
- One Monday summary: who is out this week and what is about to lapse
- One daily post in Slack or Teams, with a credentials line only when something needs attention
- Employees see their own licenses and certificates in the same portal as their balances
Monday summaryHarbor & Pine Co., week of Oct 5
Out this week
Priya Nair, Mon Oct 5 to Wed Oct 7, PTO
Marcus Lee, Thu Oct 8, Sick
Pending requests
1 request is waiting for approval
Licenses and certificates
2 expiredExpired
2 expiring in 30 daysExpiring
Eli Sutton, Diego Alvarez, Oliver Grant, Lena Ortiz
#Daily post in Slack or Teams. Credentials: 2 expired, 2 expiring within 30 days.
Compare your options
Spreadsheet, stand-alone tracker or LeaveCalc
Most small teams keep credentials in a spreadsheet next to their time off sheet. These are the three places the dates usually live.
| What you need | Spreadsheet | Stand-alone expiry tracker | LeaveCalc |
|---|---|---|---|
| Reminders | Calendar entries you set and remember to move | Yes, that is what it is for | Emails to the employee and managers at 60, 30 and 7 days, then on expiry |
| Who has nothing on file | A formula you write and keep right | Depends on the product | Required per department, shown as Missing |
| People and departments | Typed again in every file | A second list to keep in sync | The same people and departments as time off |
| Time off in the same place | A second file | Usually a separate tool | One login and one Monday summary |
| Cost | Free, plus your time | A separate subscription, often priced by the number of tracked items | Included in every plan, free up to 3 people |
Honest limits
What it does and what it does not
It is a date keeper with reminders. Knowing where it stops helps you decide whether it fits.
What LeaveCalc does not do
No file storage, no e-signature, dates and reminders only.
LeaveCalc keeps dates and reminders. It does not store the documents: no scans of licenses and no certificate PDFs. Each record has an optional link to where the file lives, in your own drive or secure folder, so your documents stay where you already control access.
There is no e-signature and no course delivery, and it does not check a license with a licensing board. It does not track continuing education credit hours in detail. You can note the hours on the record or in the linked file.
LeaveCalc is not legal or compliance advice. It cannot tell you which credentials your trade, state or insurer requires, or how long they last.
How status is decided
Expired, expiring, valid, no expiry and missing, worked out every day.
Status is calculated each day in your company time zone and never stored. A record is Expired when its expiry date is before today. It is Expiring from the reminder window until the date, which is the largest reminder day of the type, at least 30 and 60 by default. Everything later is Valid, and a record marked Does not expire shows No expiry.
Missing means an active person in the type's required scope has no current record of that type. Only the current record of each type counts, so a renewed credential never shows its old expiry.
Moving in from a spreadsheet
CSV columns, dates and what happens to unknown names.
Import a CSV with these columns: employee (name or email), type, number, issuer, issued_on, expires_on, doc_url and notes. Dates use YYYY-MM-DD. Types that do not exist yet are created, and people it cannot match are reported by line number so you can correct the file and import again. The app offers a template to download.
Export gives you the current records as a CSV, with missing items as rows with empty dates. If you are still deciding, the free certification tracker Excel template shows the same structure.
Not legal or compliance advice
LeaveCalc keeps dates and sends reminders. It does not tell you which licenses or certificates you need, whether one is valid, or what your state, regulator or insurer requires. Confirm your obligations with the issuing body or an adviser.
Pricing
Flat price by team size, licenses and certificates included
Every plan has every feature except SAML single sign-on, which is for Business and Enterprise. You pay only when your team grows.
Free
$0per month
For teams up to 3 people
Pro
$15per month
For teams of 4 to 25 people, 14-day free trial
Business
$69per month
For teams of 26 to 100 people, 14-day free trial
Enterprise
$149per month
For teams of more than 100 people, no seat limit
No card for Free or the 14-day trial. Cancel any time, with a 30-day money-back guarantee on paid plans. Paying yearly costs ten months for twelve, and Business and Enterprise can pay a year by invoice. Licenses and certificates are not an add-on and not priced per item.
Start freeFAQ
License and certification tracking, answered plainly
Employee license tracking software keeps a record of each person's licenses, certifications, training and documents with their expiry dates, flags what has expired or is about to, and reminds the right people in time. LeaveCalc does this inside the tool you may already use for time off, with a list, a people by credential matrix and reminder emails.
By default LeaveCalc emails the employee and their managers 60, 30 and 7 days before a credential expires, and again on the day it expires. You can change the days for each credential type, from 1 to 365 and up to five of them. Managers get one grouped email a day instead of one per item. Items that need attention also appear in the Monday summary and in the daily Slack or Teams post.
Yes. For each credential type you choose whether it is required for nobody, everyone or chosen departments. Anyone in that scope with no current record shows as Missing in the list, in the matrix, in the Missing tile and on the Today page. People who have left or are deactivated are left out.
No. LeaveCalc keeps dates and reminders only. Each record has an optional link to where the document lives, such as your own drive or secure folder, so your documents stay where you already control access. There is no file upload and no e-signature.
Yes. LeaveCalc is free for up to 3 people with every feature except SAML single sign-on, and a 14-day Pro trial with no card lets a larger team try it. If you only want a file, the free certification tracker Excel template has expiry formulas, a status column and a people by type matrix, though a spreadsheet cannot send reminders.
Import a CSV with columns for employee (name or email), type, number, issuer, issued date, expiry date, document link and notes. Dates use the YYYY-MM-DD format. Credential types that do not exist yet are created, and people it cannot match are listed with their line numbers so you can fix them and import again.
Any team that keeps expiry dates. It ships with starter packs for dental practices, medical and care, construction and trades, food service, manufacturing and warehouses, drivers and fleets, and office basics, and you can add your own types. See the dental license tracking page for one example.
No. LeaveCalc records the dates you enter and reminds people. It does not check a license with a board, decide which credentials your trade or state requires, or give legal advice. The renewal periods in the packs are common defaults you can edit. Compliance stays with you and your adviser.
Also see
Stop chasing expiry dates.
Free for up to 3 people, no card. Pick a pack, add your team and let the reminders do the chasing.