# Credential Tracking: Warn Before Licenses Expire

Source: https://maito.app/workflows/warn-before-staff-credentials-expire

A weekly Loop checks HR records and uploaded cards for credentials expiring soon, flags date mismatches and drafts reminders for each person.

Maito watches renewal dates, reminds staff and flags shifts at risk, so no certificate lapses unnoticed.

[People and HR](https://maito.app/workflows/team/people-and-hr) · [Healthcare practices](https://maito.app/workflows/industry/healthcare-practices) · On a schedule · Updated October 19, 2026

Works with

-   Slack
-   Email
-   Box
-   Dropbox
-   Notion
-   Microsoft 365
-   Gmail
-   Superhuman Mail

## How 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

1.  Read dates from certificates and HR records
2.  List credentials expiring soon
3.  Remind the person and their supervisor
4.  Flag assignments that need review

## Example

Loop run: Monday 8:00 AM · Credential check

**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

On a schedule Warn before staff credentials expire

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

### Can it check every week?

Yes. A Loop runs on a schedule and posts only credentials that are close to expiring.

### Where does it read the records?

In file storage such as Google Drive, Box, Dropbox, Notion or Microsoft 365, and email. Your HR system works through a skill.

### Does it remind staff itself?

It drafts reminders and sends them after your approval, timed by how close each expiry is.

## More people and hr workflows

-   [Answer policy questions Employees ask about leave, expenses and benefits and get the answer from your handbook. People and HR · When you ask Works with Slack, Email.](https://maito.app/workflows/answer-policy-questions)
-   [Run a new hire's first weeks New hires get the right accounts, tasks and introductions on the right day. People and HR · When you ask Works with Linear, Asana, Gmail, Microsoft 365.](https://maito.app/workflows/run-a-new-hires-first-weeks)
-   [Write a job description Get a clear job post from a few notes and similar past roles. People and HR · When you ask Works with Slack, Email.](https://maito.app/workflows/write-a-job-description)
-   [Screen applications against the role Get a short summary of each applicant against what the role needs. People and HR · When something happens Works with Slack, Email.](https://maito.app/workflows/screen-applications-against-the-role)
-   [Prepare interview kits Interviewers get the CV summary, questions and scorecard before the interview. People and HR · When something happens Works with Google Calendar, Microsoft 365.](https://maito.app/workflows/prepare-interview-kits)
-   [Collect interview feedback Chase interviewers for scorecards and summarize them for the debrief. People and HR · On a schedule Works with Slack, Email.](https://maito.app/workflows/collect-interview-feedback)

[See all workflows](https://maito.app/workflows)

## Put your AI teammate to work.

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