Credential expiry alerts and blocking expired workers from shifts

CompanionAxis reminds workers and their managers before credentials expire, and stops a worker being rostered on shifts that need a credential they don't have. This tutorial shows how to find what is expiring, send reminders, understand blocks and override one when it's allowed.

Before you begin

• View credentials permission for the matrix; Send credential reminders (credentials.reminders.send) to remind; Override credential blocks (credentials.blocks.override) to override.

See who is expiring or blocked

1. Go to Team → Screening and credentials.
2. Read the tiles: Blocked from rostering, Expired (with required credentials missing), Expiring in 30 days, Expiring in 31–90 days and Awaiting verification.
3. If workers are blocked, a red banner names them and what is missing or expired.
4. On the Compliance matrix tab, use the switch: All, Blocked, 30 d, 60 d, 90 d or To verify, and filter by team.
5. Each cell is colour-coded: Valid, ≤ 90 days, ≤ 60 days, ≤ 30 days, Expired, Pending verification, Missing (required) or Not required.

Send reminders

1. Open the Expiring tab. It lists credentials expired or expiring in the next 90 days, soonest first.
2. Select Remind next to one credential to remind that worker.
3. Select Send reminders now in the page header to remind everyone due. Workers already reminded today are skipped.
4. Open the Reminders tab to see the 200 most recent reminders, to whom and how they were sent.

Automatic reminders go 90, 60 and 30 days before expiry by default, to the worker by push and to their manager by email.

Understand how blocking works

1. A worker is blocked on a shift when a required credential for their position is missing or expired on the shift date. A credential expiring before the shift ends blocks that shift.
2. A credential expiring within 30 days of a shift gives a warning, not a block.
3. A credential still awaiting verification counts as missing.
4. Workers still onboarding show as pending, not blocked, until their start date.
5. The block lifts as soon as the renewal is verified.

Override a block for one shift

1. Open the shift from Roster → Roster board. Blocking credential checks show with an Override button.
2. Select Override. The modal lists the credentials.
3. Write the Reason (at least 3 characters), for example Renewal lodged on 3 Nov, receipt sighted.
4. Select Override for this shift. The override covers this shift only, is audited and shows on compliance reports.
5. To undo it, select Remove next to the override.

The NDIS Worker Screening Check can’t be overridden.

Tips

• Check Expiring in 30 days every week and remind people early; renewals often take longer than a month.
• On a worker’s profile, a red Blocked from rostering banner lists exactly what is missing or expired.

If something goes wrong

Assigning a shift fails with a credential error

The worker is blocked for that shift. Verify their renewal, or override for this shift if the credential type allows it and you hold the permission.

A worker shows Blocked but uploaded the renewal

Uploads count only once verified. Open the To verify tab and verify it.

Override isn’t shown on the shift

You need the Override credential blocks permission, and the credential must be one that can be overridden.