Handing credential ownership to a replacement manager

When a manager leaves a team, their certification records can be reassigned so expiry tracking continues without gaps. The goal is to move each card to the new manager’s account while preserving the original expiry dates and attached documents.

Export the departing manager’s certification list

Pull a complete list of all certifications owned by the outgoing manager, including employee names, credential types, issue dates, and expiry dates. Export this list to a spreadsheet or CSV for review if the system supports export.

Create new entries under the replacement manager’s account

For each certification, create a new record in the replacement manager’s account if the system allows record creation. Copy the employee name, credential type, issue date, and expiry date exactly. Attach the same PDF or photo of the card that was originally linked.

Notify the employees of the change

Send a brief email or notice to each affected employee informing them that their certification is now tracked under the new manager. Include the new manager’s name and contact information if available.

Worked example

Lena Fischer’s OSHA 10 card was previously under Manager A. When Manager A departed, the list was exported and Lena’s card was recreated under Manager B’s account, retaining the 2025‑06‑30 expiry and the PDF attachment. Lena received an email confirming the change and now sees the card listed under Manager B in the dashboard.

Verification checklist

• [ ] Full certification list exported from departing manager’s account
• [ ] New records created under replacement manager with identical data
• [ ] PDF or photo of original card attached to each new record
• [ ] Employees notified of the ownership change
• [ ] Dashboard reflects the new manager for each card

Exception

If a card’s expiry date has already passed at the time of transfer, do not carry the expired date forward. Instead, flag the record for immediate renewal and keep the employee’s status as “expired” until a new card is issued. Record who referred the expired card to an authorized person for renewal. Do not assume the card remains valid simply because it was transferred.

Related: Cert Expiry Tracker features.