Know every officer on every site is licensed, before the shift starts.

Give every officer a record for each licence they hold, with the licence number, issuing body, expiry date and a copy of the card. In the UK that is usually an SIA licence for the relevant activity; in the US it is a guard card or registration issued by the state, and requirements differ from state to state. ExpiryEdge reminds the officer and the compliance manager at 90, 60, 30 and 7 days and escalates if a licence expires. It does not check the SIA register or state databases automatically, so verify status there as your process requires.

Make licence status visible to whoever builds the roster. In ExpiryEdge every credential shows as valid, expiring or expired against the officer, and schedulers can filter by site or role before publishing. Reminders go to the scheduler as well as the officer, so they know who will drop out of eligibility in the next 30 days. ExpiryEdge does not build rosters itself, but status changes can be sent to your scheduling software through the API or webhooks, so it can block or flag an officer with an expired licence.

Add each as a separate credential on the officer's record: firearms permit, range requalification, first aid or CPR, and any mandatory refresher training, each with its own expiry date and certificate. Set the reminder cadence per type, because a permit may need a longer lead time than a first aid course. Officers are reminded by SMS or WhatsApp and the compliance team by email. Firearms permit and training rules differ between states and countries, so take the renewal dates and requirements from the issuing authority.

Send each new officer an upload link. They open it on their phone, upload their licence, permits and certificates, and sign any declarations with an e-signature, without creating an account. ExpiryEdge files each document on the officer's record with its expiry date, and if a photo is unreadable or out of date you reject that one item and the officer is asked to upload it again. The same link approach works for renewals, so the new card reaches the record as soon as it is issued.

Group officers by client site and export the list when the client asks. The export shows each assigned officer with their licence type, number, expiry date and status, plus the document on file, in CSV, PDF or XLSX. Because every upload and renewal is timestamped, you can also show that an officer was licensed on a past date, which matters when a client audits an incident. If a client wants it, you can send this list monthly or at each contract review.

Put each client contract on its own record with the start date, renewal or end date, notice period and a copy of the agreement. Set the first reminder before the notice deadline, not the end date, so there is time to renegotiate or give notice. Reminders go to the account manager and escalate to a director if the date passes. Insurance certificates that clients ask for can sit on the same client record, so the contract and the proof of cover renew together.