Reconciling a monthly roster with active staff
At the start of each month, the roster should match the current set of active certifications. Discrepancies—such as a staff member who left months ago still appearing on the roster, or a new hire whose card has not been entered—create blind spots in expiry tracking.
Export the current month’s roster
Pull the roster as it stands, including employee names, roles, and locations. Export this to a spreadsheet for comparison.
Pull the latest certification list
Generate the certification expiry report and export it with the same employee name field used in the roster.
Match each roster entry to a certification record
For every name on the roster, check whether a certification record exists with a valid (non‑expired) expiry date. Mark matches with a check, and leave blanks where no record or an expired record exists.
Resolve mismatches immediately
If a roster name has no valid certification, initiate the onboarding process or flag the record for renewal. If a certification record exists for a name not on the roster, decide whether to keep the card active (e.g., for a part‑timer) or archive it.
Worked example
The May roster listed 20 staff names. The certification list showed 18 valid cards and 2 expired ones. Two names on the roster had no certification record, and one name on the certification list belonged to a staff member who had left in April. The roster was updated to remove the departed name, and the two missing certifications were entered for the new hires, bringing the counts into alignment.
Verification checklist
- [ ] Current month’s roster exported with employee names and roles
- [ ] Latest certification list exported with employee names and expiry dates
- [ ] Each roster name matched to a valid certification record
- [ ] Blank or expired matches flagged for action
- [ ] Roster updated to reflect actual active staff
- [ ] New hires’ cards entered and linked to the correct role
Exception
If an employee is on leave (e.g., parental or medical) and their certification is still valid, do not automatically archive the record. Keep the card active and note the leave period in the record’s comments so the expiry alert still fires during the leave window.
Related: Cert Expiry Tracker features.