Credential readiness for teams that cannot afford surprise expirations
Track expiring certifications, licenses, and clearances in one place.
Replace spreadsheets with a self-service credential tracking system for teams. Store private evidence, send renewal reminders, approve uploads, and share QR proof pages without exposing files.
No credit card required. Import a spreadsheet or start from a template.
Readiness snapshot
Field Team
Active
312
Expiring
27
Missing proof
12
Maya Chen
Lifeguarding
18 days
Noah Patel
Safety Briefing
24 days
Jordan Reed
Forklift Authorization
43 days
Spreadsheet replacement
Still tracking certifications in a spreadsheet?
Spreadsheets do not remind members, collect proof, protect private evidence, show QR verification, or keep a dependable renewal history.
No credit card required. Import a spreadsheet or start from a template.
Use-case gallery
Start from a focused template, then adapt it to your requirements.
First aid, CPR, AED, and lifeguard readiness
For aquatic centers, camps, schools, and employers that need staff to hold active life-saving credentials and know exactly when renewals are due.
- Set renewal cadence by requirement
- Attach class completion and instructor sign-off
- Share proof without exposing private evidence
Admin workflow
From requirement to renewal
Configure
Create CPR, first aid, and lifeguarding requirements with evidence rules.
Assign
Apply requirements to lifeguards, counselors, or location groups.
Review
Approve uploaded cards, attendance proof, and instructor notes.
Renew
Filter upcoming expirations and trigger renewal reminders.
Import your spreadsheet. Keep your process. Lose the manual chasing.
Renewal reminders that follow the expiration date.
Default schedules cover the common cadence: 60, 30, 14, and 7 days before expiration, the day of expiration, and 7 days after. Send to admins and members now; manager/team-lead routing can come later.
Admin workflow
Make credential status operational, not trapped in someone's notes.
CredentialKeeper is built around the day-to-day work: define requirements, keep evidence private, handle renewals, and prove readiness when someone asks.
Ready
84%
Expiring
27
Missing proof
12
Step 1
Configure
Build reusable requirements
Set validity periods, evidence rules, reminder offsets, member instructions, and custom fields.
Step 2
Assign
Apply to people and groups
Map requirements to teams, locations, roles, boat classes, or whatever your organization tracks.
Step 3
Review
Approve evidence without exposing files
Keep PDFs, images, and notes private while sharing only the sanitized proof status.
Step 4
Renew
Stay ahead of expiration
Send idempotent reminders and keep a history of renewals, rejections, and audit activity.
Step 5
Report
Show readiness clearly
Filter by current, expiring, expired, missing proof, pending review, and archived records.
Member proof
Share proof status without exposing private evidence.
Start with a responsive proof page and QR verification. Native Apple Wallet and Google Wallet can come later after the verification model is proven.
Public verification
Token-protected proof pages.
Private files
Evidence never appears publicly.
Rotatable links
Revoke and regenerate tokens.
Water Safety
Member Pass
Maya Chen
Lifeguard supervisor
1 ExpiringCert Level
Responder
Member ID
CPR-1042
Status
1 Expiring
Credentials
Scan to verify
Pricing
Price by tracked people and credential records, not admin seats.
Start with a 14-day no-card trial. Upgrade when your member count, locations, reporting needs, or credential volume grow.
Annual plans get 2 months free
Billing unit
A credential record is one person attached to one requirement. If Maya has CPR, First Aid, and Lifeguarding, that counts as 3 credential records.
Starter
$49/mo
Small teams, clubs, volunteer groups, and pilots.
- 100 active people
- 300 credential records
- 5 requirement types
- 1 location
Team
$129/mo
Most teams that need repeatable workflows and proof sharing.
- 500 active people
- 2,000 credential records
- Unlimited requirements
- Groups and branding
Organization
$299/mo
Multi-site operators and larger programs with audit needs.
- 2,000 active people
- 10,000 credential records
- Locations
- Audit exports and bulk tools
Enterprise
Custom
Security review, procurement, custom domain, API, and SSO.
- SSO
- API and webhooks
- Custom limits
- Implementation support
What happens when I exceed limits?
The app should warn at 80% usage, then prompt an upgrade before blocking new people, requirements, or records.
Can I invite unlimited admins?
Yes. The pricing direction avoids admin-seat charges because more admins usually means better adoption.
Can members upload their own proof?
Yes. Member upload links are part of the core evidence workflow.
What happens after trial ends?
The workspace should remain readable, with edits, reminders, uploads, and proof updates paused until a plan is active.
Templates
Seed real requirements during onboarding.
Each template starts the workspace with 2-4 common requirements, then admins can edit validity periods, evidence rules, reminders, labels, and member instructions.
First aid / CPR / lifeguard
Aquatic centers, camps, schools, fitness facilities, and employers.
- Default validity
- 1-2 years
- Evidence
- Proof card, provider, instructor note, or class completion PDF.
- Reminder schedule
- 60, 30, 14, 7, day-of, and post-expiration.
- Member-facing label
- Responder status
Example records
- Maya Chen - CPR / AED - active
- Maya Chen - Lifeguarding - expiring
Sailing / equipment checkout
Sailing schools, marinas, yacht clubs, rental counters, and outfitters.
- Default validity
- Seasonal or annual
- Evidence
- Checkout notes, waiver, instructor approval, or safety briefing record.
- Reminder schedule
- Before season start and before checkout expiration.
- Member-facing label
- Rental clearance
Example records
- Noah Patel - Dinghy Checkout - active
- Noah Patel - Safety Briefing - expiring
Workplace / field access
Operations teams, labs, field crews, HR, facilities, and compliance teams.
- Default validity
- Varies by policy
- Evidence
- License scan, training certificate, background check status, or approval note.
- Reminder schedule
- Configurable by requirement and location.
- Member-facing label
- Access clearance
Example records
- Jordan Reed - Background Check - active
- Jordan Reed - Forklift - expiring
Volunteer / nonprofit
Volunteer programs, nonprofits, event teams, and community organizations.
- Default validity
- Annual
- Evidence
- Orientation completion, signed policy, role training, or screening note.
- Reminder schedule
- Before volunteer season and after expiration.
- Member-facing label
- Volunteer ready
Example records
- Avery Stone - Orientation - active
- Avery Stone - Background Check - missing proof
Youth program / camp
Camps, youth sports, schools, childcare programs, and trip leaders.
- Default validity
- Annual or seasonal
- Evidence
- Training proof, driver approval, screening status, or swim-test record.
- Reminder schedule
- Before program launch, camp sessions, and renewal windows.
- Member-facing label
- Program clearance
Example records
- Taylor Kim - Mandated Reporter - active
- Taylor Kim - Driver Approval - pending review
Custom
Any team replacing a credential spreadsheet or manual proof process.
- Default validity
- Your rules
- Evidence
- PDFs, images, approval notes, or any proof your team already accepts.
- Reminder schedule
- Your renewal cadence
- Member-facing label
- Credential status
Example records
- Alex Morgan - Core Requirement - active
- Alex Morgan - Proof Upload - pending review
Sensitive records
Built for proof people should be able to verify, not files everyone should see.
Private evidence storage
Credential proof files stay private and are not exposed on public proof pages.
Role-based access
Owners, admins, managers, viewers, and members can have different access levels.
Token revocation
Public verification links are designed to be rotatable and revocable.
Audit history
Uploads, renewals, approvals, rejections, and exports can be recorded for review.
Exportable records
Teams can export filtered credential records when they need a backup or audit packet.
Data deletion on request
Workspaces should be able to remove archived people, files, and proof links.
Does CredentialKeeper issue official certifications?
No. CredentialKeeper helps your organization track, review, renew, and share proof of credentials. The issuing authority remains the certification provider, licensing body, instructor, employer, or organization you already use.
Do tracked people need login accounts?
No. People can be tracked without accounts. A login can be linked later when someone needs a private portal or upload access.
Can members upload their own proof?
Yes. The product direction includes constrained member upload links so members can submit evidence without receiving admin access.
Can I export my data?
Yes. CSV export is part of the core workflow, with audit-friendly exports planned for larger plans.
Use-case library
Credential tracking templates by team type.
Explore focused workflows for safety certifications, employee licenses, volunteer clearances, equipment checkouts, training records, youth programs, and more.
Safety and emergency response
CPR and First Aid
Track CPR, AED, first aid, lifeguarding, and water rescue credentials with expiration reminders, private evidence storage, and QR proof pages.
Workplace and field operations
Employee Certifications
Replace employee certification spreadsheets with renewal reminders, private evidence storage, status dashboards, and exportable records.
Workplace and field operations
License Renewals
Track employee license numbers, renewal dates, proof files, issuer details, and reminders before a license expires.
Workplace and field operations
Forklift Certification
Track forklift operator authorization, equipment classes, trainer sign-off, expiration dates, proof files, and site-specific eligibility.
Workplace and field operations
Food Handler Cards
Track food handler cards, manager food safety certifications, alcohol service permits, expiration dates, proof files, and location-specific eligibility.
Volunteer, nonprofit, and community
Background Checks
Track volunteer background checks, screening status, renewal dates, private proof files, and role eligibility without exposing sensitive documents.
Education, youth, and camps
Youth Programs
Track staff training, screening, driver approval, swim tests, mandated reporter status, and seasonal program clearances with private proof and renewal reminders.
Recreation, clubs, and rentals
Sailing Checkout
Track which members are approved for boat classes, safety briefings, waivers, rental eligibility, and seasonal equipment checkout.
CredentialKeeper