Screening
Background check complete
ActiveScreening status is approved for the assigned role or site.
- Validity
- Annual
- Evidence
- Screening status note
- Member label
- Screening current
Use-case library
workplace license tracking software
Workplace License and Clearance Tracking Software
Track employee certifications, safety clearances, licenses, role-based access, evidence files, and renewal reminders in one place.
Built for operations, hr, compliance, facilities, labs, and field teams. Replace manual tracking with private evidence storage, renewal reminders, approval workflows, and sanitized verification pages.
Admin preview
Workplace Clearances
Active
20
Expiring
4
Missing proof
2
Maya Chen
Background Check
Noah Patel
Forklift Authorization
Jordan Reed
Food Handler Card
Avery Stone
Site Safety
Useful report
Ready by site
Spreadsheet problem
Why manual tracking breaks down
Workplace clearances often depend on role, location, equipment, and policy. Spreadsheets make it too easy to miss a renewal, lose the proof file, or grant access before an approval has actually been reviewed.
Template snapshot
Workplace clearance template
- Default validity
- Custom by requirement
- Member label
- Access clearance
- Assignment model
- Assign by role, site, team, or equipment class
Requirements
- Background Check
- Forklift Authorization
- Food Handler Card
- Site Safety
Evidence to store
- License scan
- Training certificate
- Background check status
- Manager approval note
Reminder schedule
- 90 days before
- 60 days before
- 30 days before
- 14 days before
- After expiration
Admin reports
- Ready by site
- Missing proof by role
- Expiring licenses
- Pending approvals
Visual credential examples
Role, site, and equipment clearance examples
Model practical workplace readiness: who can access the site, use equipment, handle food, drive, or work in the field.
Equipment
Forklift authorization
ExpiringCleared to operate forklift equipment at an approved site.
- Validity
- 43 days left
- Evidence
- Trainer sign-off
- Member label
- Forklift renewal due
Food safety
Food handler card
ActiveCurrent food handling eligibility for covered locations.
- Validity
- Valid through Oct 2027
- Evidence
- Food handler card
- Member label
- Food service current
Safety
Site safety orientation
ActiveCompleted the required site-specific safety briefing.
- Validity
- Seasonal
- Evidence
- Attendance record
- Member label
- Site safety complete
Transportation
Driver approval
Pending reviewApproved to drive company, rental, or program vehicles.
- Validity
- Annual
- Evidence
- License scan and approval
- Member label
- Driver approval pending
Equipment
Equipment operator approval
ActiveAuthorized for role-specific tools, machinery, or equipment classes.
- Validity
- Annual
- Evidence
- Supervisor authorization
- Member label
- Equipment cleared
Admin workflow
1
Configure
Start from the Workplace Clearances template and set validity rules.
2
Assign
Apply requirements by role, location, group, season, or program.
3
Review
Approve uploads, keep private evidence, and record admin decisions.
4
Renew
Use status filters and reminders before credentials lapse.
Spreadsheet import map
Start from the columns teams already maintain, then map them into people, requirements, credential records, evidence, and notes.
Person name
Group or location
Requirement
Issue date
Expiration date
License scan
Internal notes
Member proof page
Jordan Reed is cleared for field work and site access. Supervisors see the status, while evidence files remain private.
Public verification
Background CheckCurrent
Forklift AuthorizationCurrent
Food Handler CardExpiring
Public proof shows current status and QR verification. Private evidence files, internal notes, and storage paths stay visible only to authorized workspace users.
Getting started
Start from the Workplace Clearances workflow.
Import your people, assign these requirements, collect missing evidence, and switch on renewal reminders before the next expiration window.
Create the workplace clearance template
Assign Background Check and Forklift Authorization requirements
Collect license scan and training certificate
Share proof pages only after review
Questions teams ask
Can I export records for audits?
Yes. Exportable records and audit history are part of the product direction.
Can managers see only assigned groups later?
Yes. Manager-scoped access is planned for group and location workflows.
Related use cases
Browse allWorkplace 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.