Running a Staffing Agency? The Software That Keeps Candidate Files, Right to Work Checks and Client Contracts Current

ExpiryEdge is the one tool that covers the dates, renewals and outside documents across a staffing agency's three compliance problems: candidate credentials, UK right to work follow-ups and client contracts. A CNA gets a WhatsApp 30 days before her health screen lapses, with a no-login upload link. A worker with time-limited permission gets a text asking for a fresh share code 60 days out, and the account owner hears 120 days before an MSA's notice deadline. For a small or mid-sized agency, it can be the only system you need around your ATS.

It doesn't verify licences at the source or run right to work checks. If you're a healthcare agency on Bullhorn and want credentialing inside it, pick Bullhorn's credential management. For the UK right to work check itself, use TrustID, a registered digital verification provider. Agencies on Bullhorn that draft and negotiate their own MSAs should look at IntelAgree.

We make ExpiryEdge. The specialists we recommend are described from their own websites, which we went through on 7 November 2026, and the full comparisons link every vendor fact.

Five jobs agencies hand to ExpiryEdge

ExpiryEdge works alongside your ATS, not instead of it. These are the jobs agencies give it.

• A CNA's annual health screen. Thirty days out, she gets a WhatsApp message with a no-login link to upload the new result. If nothing comes back by day 7, her recruiter and the compliance lead are told.
• Right to work follow-ups. Each worker with time-limited permission has an end date. At 60 days the worker gets a text asking for a fresh share code, and the branch manager sees anything still open at 14 days.
• Forklift evaluations for a warehouse client. Each operator's three-year date sits on their record, filtered on one dashboard for the site, with an export ready for the client's audit.
• A client's MSA notice date. The account owner gets a Slack reminder 120 days before the notice deadline, with the rate card attached to the same record.
• Your own insurance. When the policy renews, a request link goes to your broker for the new certificate, and every client that needs a copy is listed on the record.

ExpiryEdge's four plans sit between $29 and $199 a month, and the 14-day trial asks for no card. Our staffing agency credentials page shows a typical setup, and the staffing agency compliance checklist lists what to track.

Whose date is it? The worker's, the visa's or the client's

Most of a staffing agency's compliance risk comes from dates that belong to someone else: the worker's licence, the worker's visa, the client's notice period. Here are the recurring ones, with the rule behind each.

Add the dates your clients set, such as annual health screens, and your agency's own licences and insurance. A 60-worker agency with five dated items per worker already has 300 dates before you count a single client contract. That's where spreadsheets break: nobody owns the row, and nobody gets told.

The pattern is the same in every part of the business. The date belongs to someone outside your office, so the reminder has to reach them, not just your inbox.

Candidate credentials: Bullhorn for healthcare, ExpiryEdge for everyone else

Healthcare clients rely on your credentialing. The Joint Commission says a certified staffing firm must credential all clinical staff it assigns, and OSHA treats agencies and host employers as joint employers who share training and recordkeeping duties.

In our candidate compliance comparison, Bullhorn's credential management is the pick for agencies already on Bullhorn: providers upload from any device, requirements follow client, state and specialty, and alerts reach the provider and your team. LaborEdge and Ceipal suit agencies choosing a whole healthcare platform, and Ceipal checks nurse licences through Nursys.

UK healthcare agencies face the same pressure from NHS clients, whose six employment check standards cover identity, criminal records, work health, professional registration, right to work, and employment history and references. Credentially fits that work, with weekly DBS Update Service checks and daily register checks.

That comparison lists ExpiryEdge first, as the simple, published-price option for small and industrial agencies. It doesn't verify licences at the source, but it texts the worker before each item lapses with an upload link that needs no login.

UK right to work: TrustID for the check, a tracker for the follow-up

The Home Office's guide makes the employment business responsible for the check on agency workers. You can do it manually, through a share code, or through a registered digital verification service provider, and follow-up checks are due before time-limited permission ends.

Our right to work software comparison picks TrustID for the check because it runs all three routes and states follow-up dates on its reports. Access Screening suits agencies checking candidates in bulk, and Zinc bundles right to work with other background checks.

It lists ExpiryEdge first for the follow-ups. ExpiryEdge doesn't run checks. It's the layer that makes sure every follow-up happens, whichever provider did the first check, by reminding the worker to send a new share code and escalating if they don't.

Client contracts: IntelAgree for drafting, ExpiryEdge for the dates

Client agreements carry the dates that move your margin: notice periods on auto-renewing MSAs, annual rate reviews and the insurance certificates clients hold for you. UK agencies also need the 12-week date per placement.

In the client contract comparison, ExpiryEdge ranks first for small and mid-sized agencies that mostly need dates tracked. IntelAgree is the pick for agencies on Bullhorn that draft and negotiate their own MSAs. ContractSafe and Concord publish prices for general contract repositories.

A five-day setup, starting with one list

Day one, list every dated item your agency tracks: worker credentials by job type, right to work end dates, client agreements and your own licences and policies. Name an owner for each type.

Day two, build a template per worker type, such as "RN, travel", "carer, UK" or "forklift operator". Then import your current roster from a CSV export of your ATS.

Day three, set reminder schedules. Use 60, 30 and 7 days for worker items. Use 120, 90 and 30 for contract notice dates, since a renegotiation takes time.

Day four, switch on outside contacts. Add each worker's mobile number so reminders reach them directly, and add your broker for insurance.

Day five, send request links for everything already missing or expired, and review what comes back. Reject anything blurry or wrong with a comment, and the worker fixes just that item on the same link. By the end of the week, you'll have a dashboard of what's due and an audit log of who did what.