Warn before staff credentials expire
Maito watches renewal dates, reminds staff and flags shifts at risk, so no certificate lapses unnoticed.
People and HR · Healthcare practices · On a schedule · Updated
Works with
- Slack
- Box
- Dropbox
- Notion
- Microsoft 365
- Gmail
- Superhuman Mail
Slack
Box
Dropbox
Notion
Microsoft 365
Gmail
Superhuman MailHow do you warn before staff credentials expire?
To warn before staff credentials expire, set up a weekly Loop. Maito reads HR records and uploaded cards, lists everything expiring within 60 days with the days left, flags where the record and the scan disagree and drafts a reminder for each person. It notes who is rostered while expired.
How it's done today
Renewal dates sit in spreadsheets and calendars that nobody checks together.
What Maito does
- Read dates from certificates and HR records
- List credentials expiring soon
- Remind the person and their supervisor
- Flag assignments that need review
Example
Loop run: Monday 8:00 AM · Credential check
Five credentials expire within 60 days. • Tess, hygienist: CPR card, Nov 12 (24 days) • Marco, assistant: radiography certificate, Dec 1 • Dr. Wen: state license, Dec 15 • Ines, front desk: CPR card, Dec 9 • Paul, assistant: CPR card, Dec 18 Catch: the HR system shows Tess's CPR expiring Dec 2026, but the scan she uploaded says Nov 12, 2026. I used the scan date. She is rostered to work Nov 16 to 20. From the HR records and uploaded scans. Reminders are drafted for all five.
@Maito Send Tess hers now and ask for the new card. I'll fix the HR date.
Sent to Tess, copying you, asking for her new card by Nov 9. The other four wait until their dates are inside 30 days. I'll check HR again Monday.
Maito (8:00 AM):
Five credentials expire within 60 days.
• Tess, hygienist: CPR card, Nov 12 (24 days)
• Marco, assistant: radiography certificate, Dec 1
• Dr. Wen: state license, Dec 15
• Ines, front desk: CPR card, Dec 9
• Paul, assistant: CPR card, Dec 18
Catch: the HR system shows Tess's CPR expiring Dec 2026, but the scan she uploaded says Nov 12, 2026. I used the scan date. She is rostered to work Nov 16 to 20.
From the HR records and uploaded scans. Reminders are drafted for all five.
Renee (8:12 AM):
Send Tess hers now and ask for the new card. I'll fix the HR date.
Maito (8:13 AM):
Sent to Tess, copying you, asking for her new card by Nov 9. The other four wait until their dates are inside 30 days. I'll check HR again Monday.
How to set it up
- Ask your agent
“Every Monday at 8 AM, check staff credentials in the HR system and uploaded scans. List what expires in the next 60 days in #office and draft reminders.”
- Connect files
- Google Drive
- Box
- Dropbox
- Notion
- Microsoft 365
- Connect email
- Gmail
- Microsoft 365
- Superhuman Mail
- Use HR system
- BambooHR
- Gusto
No MCP server needed. Ask your agent to save a skill with the steps, then add the login or API key in Settings → Vault.
Not connected yet? Your agent sends you a link to sign in.
What it won't do
It can only read what is uploaded or recorded. It can't tell if a credential is valid with the issuing body.
Questions
Yes. A Loop runs on a schedule and posts only credentials that are close to expiring.
In file storage such as Google Drive, Box, Dropbox, Notion or Microsoft 365, and email. Your HR system works through a skill.
It drafts reminders and sends them after your approval, timed by how close each expiry is.
