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How do I track staff credentials and when they expire?

operatordirectorLast verified Sep 28, 2026

Every credential you collect from staff shows up as a colored badge with the days it has left, like "COI 12d". Waivers and driver's licenses are good for 12 months. CPR, First Aid, AED, COI and USA Lacrosse run to the expiration date you enter when you verify them. At 14 and 7 days before anything expires, the staff member gets a text with a link to renew, and you get an email.

Where:

Staff Directory → Compliance column.

What gets tracked

Credential How staff send it How long it's good for
Liability waiver Reads and signs it on their phone 12 months from the day they sign
Driver's license Takes a photo of it 12 months from the day they upload it
CPR, First Aid, AED Uploads a photo or PDF Until the expiration date you enter when verifying
Certificate of Insurance (COI) Uploads a photo or PDF Until the expiration date you enter when verifying
USA Lacrosse membership Uploads a photo or PDF Until the expiration date you enter when verifying
Your own document requests Uploads a photo or PDF Until the date you enter, if you turned on Track expiration (see SD-04)

What the badges mean

  • Green: more than 30 days left.
  • Yellow: 30 days or less, or it's been sent in and is waiting for you to review it.
  • Red: 7 days or less, or expired.
  • Gray: nothing on file yet (No waiver, No DL).

A credential you've never asked someone for doesn't show a badge, so staff who don't need a COI won't have one cluttering their row. Hover over any badge to see the exact expiration date. Click it to open the file and review it.

How to ask for a credential

  1. In the person's row, click the waiver, driver's license or credentials icon. To ask several people at once, check their rows and use Bulk Send / Resend.
  2. For credentials, check the ones you need. CPR, First Aid and AED are checked by default. COI and USA Lacrosse are not, so check them when you need them.
  3. Add an optional note. It's included in the text.
  4. Click Send. Teddy texts them a secure link. Waiver links last 24 hours; upload links last 48 hours.

If they don't respond, Teddy follows up automatically at 24 hours, 48 hours and 1 week, each time with a fresh link.

Reminders before something expires

At 14 days and again at 7 days before a credential expires:

  • The staff member gets one text listing everything that's expiring, with a link to renew. Renewal links last 7 days. For a waiver, the link opens the same waiver they signed last time.
  • You get one email listing every staff member with something expiring. It goes to your Org Admins and anyone with the "request documents / waivers / DL from staff" permission (see A-06).

When they send in the renewal, it shows as waiting for review and you'll get a text to verify it (see SD-03).

Good to know

  • Use the Needs review button above the table to see only the people who have something waiting for you, expiring within 30 days, or already expired.
  • Sending a new upload doesn't erase the old one right away. Until you verify the renewal, the review screen still shows when their current one expires.
  • Driver's licenses sent in before this feature launched are counted from their original upload date.
  • CPR, First Aid and AED verified before this feature launched were set to expire 12 months after they were verified. If that's not the date on the card, open the review screen and click Edit date.
Related:How do I verify a document a staff member sent in?How do I use my own waiver or set up a custom document request?What happens when I add someone to my Staff Directory?