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CertKeeper

Employee license & credential tracking

Track employee licenses, certifications, and clearances in one place.

Journeyman and master licenses, EPA cards, contractor licenses, and safety training all expire on their own schedules. CertKeeper puts each one on a countdown per employee and reminds the right people before a renewal is due.

Start your free 14-day trial See how it works

No credit card to start. 346 certification types pre-loaded. Import your roster from a spreadsheet in one step.

Expiring Soon

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  • Electrical License (Journeyman)

    Tom Nguyen · #EL-J-40921

    6d late

  • HVAC Contractor / Technician License

    Beth Kowalski

    15d

  • Gas Fitter License

    Marcus Reyes

    30d

  • Plumbing License (Master)

    Dana Whitfield · #PL-M-2210

    47d

  • EPA 608 Certification

    Luis Ortega

    Active

Example data. Every row links to the employee and their renewal history.

36

industries in the pre-loaded library, from the trades to healthcare to property management

90·60·30·14·7

days before expiry, a reminder goes out

346

certification types pre-loaded across 36 industries

14

day free trial, no card required

The problem

Nobody notices the license lapsed until the permit office does.

A journeyman's license, a contractor's state license, and a technician's EPA card renew on different cycles, through different agencies, and the person who tracked them in a spreadsheet has moved on. The lapse surfaces when a permit is refused, a bid is disqualified, or an inspector asks.

CertKeeper tracks every license and certification per employee, keeps the renewal history and the document, and reminds the office and the employee before the date. Reports filter by role or location when a client or agency asks for proof.

The rules

What the rules require

Trade licenses renew through state boards, each on its own cycle. Journeyman and master electrical and plumbing licenses commonly renew every one to three years with continuing education, but the cycle, the education hours, and even whether a separate journeyman license exists differ by state. Contractor licenses renew on the contractor board's schedule and usually require proof of insurance or bonding at renewal. A company working across a state line can hold two licenses for the same trade with two different expiration dates.

Some credentials never expire. EPA Section 608 technician certification, required to work with refrigerants, does not expire. A record like that still belongs in the file, with the number and a copy of the card, because clients and inspectors ask for it; it just does not need a countdown. CertKeeper treats a record without an expiration date as simply Active.

Others expire on top of the license: NATE certification, OSHA cards where a state or a customer requires them, forklift evaluations at least every three years (29 CFR 1910.178), and first aid and CPR every two years. The lapse tends to surface when a permit is refused, a bid is disqualified, or an inspector asks. CertKeeper keeps every license and certification per employee with its own validity period, the renewal history, and the document, and reminds the office and the employee before the date.

This is not legal advice. The rules above were checked against the sources listed when this page was written; your state, your county, and your contracts may add more.

Checked against

In the library

Pre-loaded for trades, contractors, and regulated small businesses.

Each type carries its usual validity period and the regulation behind it. Pick yours on day one, or add a custom type in a minute.

  • State Contractor License
  • Electrical License (Journeyman)
  • Electrical License (Master)
  • Plumbing License (Journeyman)
  • Plumbing License (Master)
  • HVAC Contractor / Technician License
  • Gas Fitter License
  • EPA 608 Certification
  • NATE Certification (HVAC)
  • OSHA 10-Hour (Construction)
  • Forklift Operator Certification
  • First Aid Certification

How it works

Set up in an afternoon. Runs every morning after.

  1. Step 1

    Bring in your people

    Import employees with job title and location.

  2. Step 2

    Record each certification

    Record each license and certification, and attach the document.

  3. Step 3

    Let the countdown run

    The office and the employee get reminded before the renewal date.

Questions

Before you start

Some licenses never expire. Can I still track them?
Yes. A record without an expiration date is simply Active. You keep the number and the document on file without a countdown.
Can I add a license type that is not in the library?
In a minute. Custom types carry their own validity period and reminder schedule and work exactly like library types.
We need to prove licensing to clients before a bid.
Generate a PDF or CSV report filtered by the crew or role in question. Every record shows its status, dates, and number.
What does it cost?
Priced by headcount: $49 a month up to 25 employees, $99 up to 100, $199 up to 250. Every plan has every feature, and the 14-day trial needs no credit card.

From $49/month for up to 25 employees. Every plan has every feature.

See pricing →

Related

Also tracked in CertKeeper

Put the next expiration on a countdown today.

Fourteen days free. No card. Your first reminders are scheduled the moment you enter a date.

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