Document expirations

Certifications, background checks and compliance files — where each one lives, and which ones warn you before they lapse.

For directors and administrators

What to track

RoundUp keeps these in a few different places, and only some carry an expiry date:

• Staff certifications — CPR, first aid, food handler, TB test and the like, each with an issued date and an expiry date.
• Background checks — the type of check, the date it was completed and the result. These don't have an expiry date.
• Compliance files — drill logs, licensing paperwork and copies of staff certificates uploaded under Documents → Compliance. A director can give each file an expiry date.
• Children's files — immunization records, allergy action plans, consent forms, physician notes and custody papers, uploaded under Documents → Children. These don't have expiry dates.

If you don't see a Compliance tab under Documents, your center may have it turned off.

RoundUp doesn't send reminders when something is about to lapse, so the habit that matters is looking.

Staff records

Open Staff → Scheduling and tap Certifications. Directors, assistant directors and admins can add one with the + button: pick the Certification, type the Staff Name, and enter the Issued Date and Expiry Date. When someone renews, use the renew button on that certification and enter the new expiry date rather than adding a second record. Type the staff member's name exactly as it appears on their profile — that's how RoundUp links the card to the person, and a name it can't match stays on the list without counting toward anyone.

CPR, first aid and background-check dates entered on a staff member's profile — in the director portal's staff editor, for instance — appear in the same list, marked From staff profile. They're changed on the staff member, so they have no renew or remove button here. Where both places have a date for the same card, the later one is what counts, in the app and in the portal alike.

Only directors, assistant directors and admins can add, renew or remove a certification; teachers can see the list.

A row marked Self-reported came from a teacher's own device, carried over from the training tracker older versions had. Treat it as a note, not a record: it's shown so nothing was lost, and it doesn't make anyone count as current until you've seen the card and recorded the certification yourself.

Background checks are on the Background Checks tab of the Staff screen, where directors and admins use Add background check.

Add records when they arrive rather than in a batch — a record entered the week of an inspection gives you no warning at all.

Children's records

Upload children's documents to the matching folder under Documents → Children. Allergy action plans are worth keeping current above everything else here: it's the document a supply teacher needs on a day nobody planned for. Because these files carry no expiry date, put a review date for each plan in your own calendar.

Expiry dates

For a compliance file, long-press it under Documents → Compliance and choose Set expiry… or Change expiry…. Files show Expires in a number of days in the last 30 days and Expired after the date. If a document genuinely doesn't expire, leave the date blank to clear it rather than inventing a far-future date that will confuse whoever inherits your center.

Each certification's status comes from its expiry date and updates as time passes: it reads as expiring within 30 days of the date, and Expired from the day after. A certification with no expiry date shows No expiry — which is right for one that genuinely doesn't lapse, and worth a second look for one that does.

Before a licensing visit

Go through the certification list and read every expiry date, then check the files under Documents → Compliance for anything marked expired or expiring. It's a short job that turns the documents portion of a visit from a search into a list you've already checked.

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