Staff credentials and expiry reminders
Last updated
The Credentials section keeps each practitioner's registrations, insurance and training in one place, with expiry dates, and emails you before anything lapses. It is the folder an inspector or insurer asks for, kept current instead of in a drawer.
Where it lives
Go to Settings > Team and scroll to Credentials. Documents are grouped by the person they belong to, with a separate Clinic documents group for things that belong to the clinic rather than a person, such as premises insurance. The Team page is owner-only, so credentials are too, because they include sensitive records like DBS certificates.
Adding a document
- Open Add a document.
- Choose the Document type: Registration, Indemnity insurance, DBS certificate, Training certificate, Licence or Other.
- Under Who it belongs to, pick the team member, or leave Clinic document (no one person).
- Record the Issuer (for example NMC, GMC, JCCP or the insurer) and the Reference (an NMC PIN, GMC number or policy number), and the dates it was Issued and Expires. Add Notes if useful.
- Optionally attach the scan under Document (optional): PDF, PNG, JPG or WebP, up to 10MB.
- Press Add document.
To change a document later, open it in its group, edit the fields and press Save changes. Delete removes it. Tick Remove the current file to take an attachment down without deleting the record.
Expiry reminders
Each document shows a status badge: anything expired shows in red and anything due within 60 days in amber, so the position is obvious at a glance.
Separately, your clinic receives an email digest once a week while any document has expired in the last 30 days or is due to expire within the next 30. It lists each item, who it belongs to, and how long is left or how long it has been overdue, so a lapsed policy or registration is caught before it becomes a problem. The tick box Email me a weekly digest when documents are expiring or overdue at the top of the Credentials section switches the digest off and on.
Why keep it here
Keep qualifications, registrations and insurance evidence current so you can show the documents your regulator or insurer asks for. The vault helps you organise them; you still need to check the requirements that apply to your clinic.