Counting people versus cards in an expiry report
Reports often list names, but a single employee can hold multiple credentials. A count of people versus cards clarifies whether the team is fully covered or if some individuals are missing a required card. The following method separates the two counts so you can act on the right gap.
Pull the expiry report sorted by nearest date
Generate a report that lists every certification card, not just employee names. The report should include employee name, credential type, and expiry date for each row.
Count total cards and unique employees
Use a spreadsheet or simple tally to count two numbers: the total number of certification rows (cards) and the number of distinct employee names appearing in the report. The difference reveals how many cards are held by repeat holders.
Identify employees with one card versus multiple cards
Filter the report to show employees who appear more than once. For those with only one card, verify that the credential is the one required for their current role. For those with multiple cards, confirm each is still valid and not overlapping in expiry.
Worked example
The expiry report for a 12‑person crew showed 15 certification rows. Ten employees held one card each, and two employees held two cards each. The count of cards (15) exceeded the count of people (12) by three, indicating three extra credentials that needed individual review. One of the double‑card holders had a forklift evaluation expiring in 5 days, which was flagged for immediate renewal.
Verification checklist
- [ ] Expiry report pulled with one row per certification card
- [ ] Total card count recorded
- [ ] Unique employee name count recorded
- [ ] Employees with multiple cards identified and reviewed
- [ ] Any expired or soon‑to‑expire cards flagged for renewal
Exception
If the report includes cards that are no longer relevant to the employee’s current role (e.g., a former supervisor’s old safety card), exclude those rows from the people‑versus‑cards count so the totals reflect only active credentials.
Related: Cert Expiry Tracker features.