Separating expired historical cards from active records

Filtering the roster by status

Open the roster view and apply the status filter set to "Expired". The list now shows every card that has passed its expiry date, regardless of whether a renewal is in progress. Sort the list by expiry date so the oldest items appear first.

Moving historical cards to an archive sheet

Create a separate spreadsheet tab named "Archive_YYYYMMDD". Copy the filtered rows into this tab, preserving columns for employee name, role, location, credential type, expiry date, and attachment reference. In the main roster, delete the copied rows or mark them with a column value "Archived" so they no longer appear in the active dashboard.

Worked example: Sam Okafor CPR/AED card

Before archiving, the active roster row reads: - Employee: Sam Okafor - Role: Site Supervisor - Location: Yard 3 - Credential: CPR / AED - Expiry: 2024-03-12 (Expired 3 days ago) - Attachment: CPR_Sam_Okafor_2022.pdf

After moving the row to "Archive_20240315", the active roster no longer displays Sam's expired CPR card. The archive tab retains the full record for audit purposes. Verify by opening the active roster and confirming Sam Okafor appears only with current credentials, such as a valid Forklift evaluation.

Exception: cards with pending renewal

If a renewal application has been submitted but the new card has not been issued, keep the expired row in the active roster and add a column note "Renewal submitted YYYY-MM-DD". This prevents the record from disappearing before the replacement arrives.

The active dashboard now shows only current and soon-to-expire credentials, while the archive preserves a complete history for compliance checks.

Related: Cert Expiry Tracker features.