Choosing who owns a vendor renewal follow-up

Define ownership by credential source

List every credential type and mark whether it is issued by an internal trainer, an external training vendor, or a regulatory body. Assign the follow‑up owner accordingly: internal credentials → training coordinator; external vendor credentials → procurement or the department that contracted the vendor; regulatory credentials → compliance officer.

Document the handoff rule

Write a one‑page rule sheet: "If credential source = Vendor X, owner = Procurement (Jane). If credential source = Internal, owner = Training Coordinator (Mike). If credential source = Regulatory, owner = Compliance (Lisa)." Post the sheet where reminder administrators can see it.

Worked example — forklift evaluation vs. CPR/AED

Credential list: - Forklift evaluation – Internal trainer (Site Safety Council) → Owner: Mike (Training Coordinator) - CPR/AED – External vendor (Red Cross) → Owner: Jane (Procurement) - OSHA 10 – Regulatory (OSHA) → Owner: Lisa (Compliance) When the 30‑day reminder for Dwayne’s forklift evaluation fires, the system tags the task "Owner: Mike". When Sam’s CPR/AED reminder fires, the task reads "Owner: Jane". Jane contacts Red Cross for the next class schedule; Mike schedules the internal practical test.

Exception — vendor also provides the trainer

If the external vendor sends their own trainer on‑site (common with first‑aid vendors), treat it as a vendor credential for follow‑up ownership. The procurement owner still coordinates dates, but the training coordinator assists with room booking.

Result: Every renewal reminder carries a named owner, so no credential falls into a gap between departments.

Related: Cert Expiry Tracker features.