Step 0: Ensure that you are collecting expiration data alongside your staff’s licenses and certifications
An upload form can be set up to request images from your staff member, or it can request images AND accompanying data. You’ll know if your license/certification upload form is already set up to capture the data you need because you’ll see it when you review a submission of this form:
If you are not yet capturing the data you’ll need to set up a report to monitor for expiration dates, follow this article to see how to add these fields to your license or certification form.
Step 1: Adding Data to Your Reports
Click “Reports” at the top and then “+ New Report.” On the left side of the screen, you’ll see an option to add data fields to this report. Add any data you’ll find useful, but in particular you’ll want to show the data from the particular upload form you’re monitoring for expirations on. Choose Form Fields, then select the Form, then select the data fields you’ll want to show when you run the report:
Step 2: Setting Your Filters To Show the Staff Whose Licenses or Certifications may be expiring
The most important filter to set will be <Your Expiration Date Field> <is on or before> <a date in the near future>, as seen in the above image.
This will limit the results of your report to only those whose licenses have already expired or are going to expire before the date you set.
You can then add additional filters to your report to help limit the results. For example, you may only be interested in staff within a certain group. Remember that each additional filter you add to the report will layer on to the other filters in an "and" methodology.
Step 3: Run & Save the Report
Make sure the results are as you would expect. If not, adjust filters accordingly. Once you’ve arrived at the report you’d like to use going forward, save it.
Step 4: Use the “Bulk Action” tool to do two things: 1) Set Notifications to Go Out Today, and 2) Reassign the form to staff whose credentials have expired or are expiring
The first of these bulk actions will ensure that the staff in the Report Results are eligible to receive email notifications from WorkBright. If it’s been a while since they were onboarded, they stopped receiving notifications about missing or reassigned forms and need to be re-added to the notification cycle.
The second action reassigns them the form. You’ll also have the option to write them a note as to why they are being reassigned the form.
Step 5: Set a Recurring Calendar Reminder (Outside of WorkBright) to Revisit the Report on a set cadence that matches your filter.
In this example, we set the filter in WorkBright to look for staff whose driver’s licenses were expiring in the next three months, meaning you would want to remind yourself to come back and run this report again no later than 3 months from now, but maybe even sooner. Choose a cadence that suits you and your business.
Step 6: When you run the report each subsequent time, change the filter dates.
Each time that you run the Saved report, the filters will still be set as they were the last time you saved them, and the expiration date you’re filtering for will quickly become outdated. Remember to adjust it before you re-run the report.