Certification tracking for your crew and staff, without the spreadsheet.
OSHA cards, forklift, first aid and CPR, site inductions. ExpirationPilot reminds you before each one expires, and the employee uploads the renewed card from a link.
- 14-day free trial
- No credit card needed
- Import your Excel list
In short
What is certification tracking software?
Certification tracking software keeps a list of every employee certification and license with the date it expires, and reminds you before each date. You book the class or the renewal in time, instead of finding out on site that someone's card ran out last month.
ExpirationPilot is a certification tracker for companies with 10 to 250 people who keep the list in Excel today. It keeps the dates and a copy of each card. Courses, quizzes and attendance records stay wherever your training happens today.
How it works
A certification tracker with the reminders built in
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1
Import your training spreadsheet
One row per person per certification: the name, the card, the date it expires and who keeps an eye on it.
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2
Get reminded ahead of time
By default 30, 14 and 7 days before each date, on the day and a week after. Make first aid its own type and give it a longer lead time if the class books up.
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3
Collect the renewed card
Ask the employee to upload the new card from a link. Approve it with its new date and the reminders start again.
What it does for your crew and staff certifications
Reminders
Know a card is expiring while there is still time to book the class.
Every certification gets its own reminders. They go to the colleague responsible, and you can copy in a teammate such as a supervisor, so a vacation doesn't mean a lapsed card. If nothing changed by the date, a last reminder goes out a week later.
- Different reminder days per type: earlier for first aid, later for a refresher.
- One email per reminder, or one summary a day per person.
- A Monday email of what is overdue and what expires this week.
The renewed card
Stop asking the crew for a copy of their card.
Add your employees as contacts and send a request when a card is due. They get an email with a link and upload a photo of the new card from their phone. If they forget, a follow-up goes out every week until it arrives.
- No account or app for the employee.
- Up to six weekly follow-ups, stopping as soon as the card arrives.
- You check the card, enter the new date and approve it.
Your spreadsheet
Bring the training spreadsheet you already keep.
Upload the Excel file you keep today. We match its columns, show you every row before it is saved, and create the types and contacts it mentions. If you have vehicles to track too, see vehicles and drivers.
- Excel or CSV, with your own column names.
- Rows with no name or duplicates are skipped and listed, so you can add them by hand.
- Export the list back to Excel at any time.
Certifications and training you can track
If it has an expiration date, it fits on the list.
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Safety cards
OSHA 10 and OSHA 30, site safety orientation, fall protection
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Equipment operator certificates
Forklift, aerial lift, crane and excavator operators
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First aid and CPR
First aid, CPR and AED, bloodborne pathogens
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Site inductions
Client site orientations, badge renewals, site-specific safety training
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Medical clearances
Respirator fit tests, hearing tests, TB tests, hepatitis B records
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Recurring training
Annual safety refreshers, food handler cards, background check renewals
Driver cards, licenses and the rest
Driver cards like CDLs and DOT medical cards are on the vehicles and drivers page, and professional licenses on license tracking. See how the reminders work on the expiration reminders page and the plans on pricing.
Why not a training spreadsheet?
It holds the dates until someone forgets to open it. Then a card lapses and nobody hears about it.
| What you need | ExpirationPilot | Calendar reminder | Spreadsheet |
|---|---|---|---|
| One list of every person and every certification | Yes | No | Yes |
| Several reminders before each expiration date | Yes | You set each one by hand | No |
| Reminders to you and a supervisor, copied in | Yes | Only the calendar owner | No |
| Sends the employee a request for the renewed card | Yes | No | No |
| The current card kept next to its date | Yes | No | No |
| A weekly email of what is overdue and due soon | Yes | No | No |
Questions about certification tracking
Is this a training platform or an LMS?
No. ExpirationPilot doesn't run courses, host videos or grade tests. It tracks the date each certification expires, reminds you before it does, and keeps a copy of the current card. Your people still take the training wherever they take it today.
Do employees get the reminders?
Reminders go to the colleagues who log in to ExpirationPilot: you, and anyone you copy in, such as a site supervisor or a department head. The employee gets a different email: a request to upload the renewed card, with a weekly follow-up until it arrives.
Do employees need an account to upload their card?
No. They open the link in the email and upload a PDF or a photo from their phone. There is nothing to install and no password to remember.
Can I track several certifications for the same person?
Yes. Each certification is its own line with its own date, so one forklift operator might have four: forklift, first aid, OSHA 30 and a respirator fit test. Put each person in a folder with their name to see all of theirs at once.
Can different certifications get different reminder days?
Yes. Set the days for each type. Make first aid its own type with a reminder 60 days ahead to book a class, while forklift keeps the default 30, 14 and 7 days.
What about certifications that never expire?
Add them without a date to keep the card on file. They show as "No date yet" and get no reminders.
Can I import my training tracker from Excel?
Yes. Upload an Excel or CSV file, check the columns we matched, and check the rows before they are saved. You can export the list back to Excel whenever an auditor or a client asks for it.
How much does it cost?
Plans start at $19 a month for one login and up to 100 certifications, or $39 for three logins and 500. Each person's card counts as one item, and employees who only upload cards don't need a login. Every plan starts with a 14-day free trial, no credit card needed.
Spend less time on your next renewal.
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