Registrations, permits and fridge checks for every pharmacy, on one register.
On any given day a pharmacy needs its staff licences in date, the store permit valid, the DEA number current and this morning's fridge check done. ExpiryEdge puts each one on a record with its date, the certificate and a named owner. The right person hears about it at 90, 60, 30 and 7 days. Daily jobs like the fridge check run as SOP checklists, and every run is timestamped.
Last updated · ExpiryEdge editorial team
People, premises and cold chain in one register
Pharmacist and technician credentials per person
Permits and controlled-substance registrations per store
Daily fridge checks as SOP checklists with sign-off
Roll-up across every store for the superintendent
Quick answer
Put each licence, permit and calibration on its own record with a due date, the paperwork and an owner. In ExpiryEdge, a pharmacist's licence and CE sit on that pharmacist. The permit and DEA number sit on the store. The fridge logger's calibration has its own record that comes round again each cycle. Reminders go out at 90, 60, 30 and 7 days, and the daily temperature check is a checklist someone signs off with a timestamp.
What a pharmacy keeps current
Pharmacist licences or registrations
Pharmacy technician registrations and certifications
Continuing education and revalidation records
Pharmacy permit or premises registration
DEA registration and state controlled-substance registration (US)
Controlled drug licences where required
Immunization and vaccine administration certifications
Fridge temperature logger calibration certificates
Daily and weekly cold-chain checks
Professional and premises insurance
Wholesaler, software and equipment contracts
Lease and premises inspections
Who uses it in a pharmacy
Pharmacy owners
You hold the permit and the business's licences. You want one list that shows what renews when, whether you run one store or six.
Pharmacists in charge and superintendents
You answer for the premises and the people on duty, plus the controlled-substance paperwork. When the inspector walks in, you need the proof to hand.
Pharmacists and technicians
Each of you gets your own reminders for licence renewal and CE, plus your immunizer certificate. Upload the new certificate to your record when it arrives.
Store and operations managers
You run the daily fridge check and keep the equipment contracts in order. The checklists show what got done and who did it.
Multi-store chains and groups
See every store on one screen and spot which ones are falling behind. Each store only sees its own records.
Credentials, registrations and routines, each tracked the way they fail
Registrations and CE held against each person
Each state board or national regulator sets its own renewal cycle and CE hours, and its own rules for technicians. Keep each licence on the person who holds it, with the certificate and their CE proof on the same record. Reminders go to the holder and to the pharmacist in charge, starting 90 days before the date.
One record per registration, per jurisdiction
Holder and pharmacist in charge notified together
Collect certificates from new hires by upload link
Fridge temperature checks as a checklist, not a clipboard
Make the daily fridge routine an SOP checklist. Read the min, max and current temperature, write them down and reset the thermometer. If a reading's out of range, it goes straight to the pharmacist in charge. Each step has an owner and a timestamp. The logger's calibration certificate lives on its own repeating record.
SOP checklists with steps, owners and progress
Timestamped sign-off on every run
Calibration certificates on a recurring record
One view across stores, one store per manager
Group people, permits and routines by store. Each pharmacist in charge sees only their store. The superintendent or head office sees all of them, and can filter by what expires in the next 30, 60 or 90 days or by how far each checklist has got. When a pharmacist moves to another store, one click hands their items to the new owner.
Role-based access per store
Roll-up by region for head office
Reassign a store's items in one action
Before and after a register
ExpiryEdge vs a spreadsheet vs a calendar
| ExpiryEdge | Spreadsheet | Calendar | |
|---|---|---|---|
| Credentials tracked per person, per jurisdiction | Manual | ||
| Permits and registrations tracked per store | Manual | ||
| Daily checklists with timestamped sign-off | |||
| Reminders to holder and pharmacist in charge | Manual | ||
| Escalation when a date passes | |||
| Roll-up across stores | Manual | ||
| Certificate or report on each record | Partial | ||
| Audit trail and export (CSV / PDF / XLSX) |
Give each item a record with its due date, paperwork and owner, and hang it on the right thing. A pharmacist's licence goes on the pharmacist. Controlled drug licences go on the store. Calibration goes on the fridge or logger. Start reminders early enough to finish the forms or book the engineer, usually 90 days out. ExpiryEdge sends them at 90, 60, 30 and 7 days and tells the superintendent or owner if a date passes. Which licences you need depends on your country and state, so check with your regulator.
Give each technician a record for their licence or certificate, with the PDF, the expiry date and any CE they owe. Reminders go to the technician and the pharmacist in charge, so both know it's coming. Before you set the rota, filter by store to see who is in date. Some states want a state licence on top of a national certificate. In that case a technician has two records with two dates. Your state board can tell you what applies.
Keep the permit and each controlled-substance registration as separate records for each store. Different bodies issue them, and they rarely renew on the same day. Put the number, expiry date and certificate on each and give it an owner. Set the first reminder early enough to renew the state registration too, since the DEA one depends on it. ExpiryEdge reminds the owner at 90, 60, 30 and 7 days and escalates if the date passes. It doesn't file anything for you, so check the current rules with your state board and the DEA.
Set the daily check up as an SOP checklist. Note the current, min and max temperature, then reset the thermometer. If a reading is out of range, follow your excursion steps. Each run has an owner and a timestamp, so you can show an inspector who checked and when. Each logger or thermometer gets its own repeating record for calibration, with the certificate on it and a reminder before it's due. Use the ranges and intervals your regulator, the vaccine program and the maker set.
Group everything by store: people, permits, licences, checklists. Each pharmacist in charge sees their own store. Head office sees them all, filtered by what expires in the next 30, 60 or 90 days or by how far each store has got with today's checklists. A locum who covers four stores keeps one record for their own licence. When someone leaves or moves, one click hands their items over and the reminders carry on.
Keep the proof on the record it belongs to. Every licence, permit, calibration certificate and checklist run should carry its file and a timestamp. Then there's no paper to chase. When an inspector asks, filter by store and export the status and history as CSV, PDF or XLSX. ExpiryEdge logs every reminder, renewal and sign-off with a time, so you can show what's in date today and what was in date last March.
Every registration, permit and fridge check on one register
Import your list and add your stores. Then set up the reminders and checklists. Free 14-day trial, no credit card.