Maintaining alerts after an employee leaves a team

When an employee moves to a different team, their certification records can remain in the system so that alerts continue to fire at the right time if the system supports reassignment. The trick is to reassign the record to the new team’s manager while preserving the original expiry date and attached documentation.

Locate the employee’s certification entry in the old team’s roster

Search the departing employee’s former team list and open the specific certification row if the system allows access. Note the expiry date, issue date, and any attached files.

Transfer the record to the new team’s manager account

Create a new entry under the new team’s manager if the system allows record creation, copying all fields from the original record. Include the same PDF or photo of the card. Delete or archive the old entry to avoid duplicate alerts if the system allows deletion or archiving.

Set the new manager’s alert preferences

Ensure the new manager’s alert settings are configured to receive the 60‑day, 30‑day, and 7‑day notifications if the system supports alerts. If the new manager uses different alert thresholds, adjust them now so the employee does not lose track of upcoming expirations.

Worked example

Sam Okafor moved from the Night Shift to the Day Shift team. His CPR/AED card, which expired 2024‑02‑28, was transferred to the Day Shift manager’s roster. The alert schedule was kept at the default 60/30/7 days, and Sam received the upcoming renewal notice on time despite the transfer.

Verification checklist

• [ ] Employee’s certification entry located in old team roster
• [ ] All fields (expiry, issue, attachments) copied to new team manager account
• [ ] Old entry deleted or archived to prevent duplicates
• [ ] New manager’s alert preferences set to receive standard notifications
• [ ] Employee confirmed they can see the card under the new manager

Exception

If the employee’s certification has already expired at the time of transfer, do not carry the expired status into the new team’s active list. Instead, flag the record for immediate renewal and record who referred it to an authorized person. Set the employee’s status to “expired” until a new card is produced. Do not allow the alert schedule to mask an already‑expired credential.

Related: Cert Expiry Tracker features.