Document Expiry Alerts
Understand how TempClock automatically monitors worker documents for upcoming expirations and sends timely notifications to keep your workforce compliant.
What Document Expiry Alerts Do
Automated compliance monitoring for worker documents
TempClock includes an automated document expiry system that continuously monitors all worker documents — such as CSCS cards, right-to-work permits, driving licences, and certifications — for upcoming expirations. When a document is approaching its expiry date, the system generates notifications for managers so that action can be taken before the document lapses.
This ensures your workforce stays compliant at all times, reducing the risk of workers operating on site with expired credentials and helping you avoid potential regulatory issues.
Automatically every day via scheduled cron job
All worker documents with an expiry date set
Managers via in-app notifications and optional email
30, 14, 7, and 0 days before expiry
How the Alert System Works
Daily checks and notification delivery
Before you start
- Workers must have documents uploaded with expiry dates set
- At least one manager account to receive notifications
- Email alerts require valid email addresses on manager accounts
The document expiry system runs as a daily cron job that checks every worker document in the system. Each day, it compares the current date against the expiry date of every document and determines whether a notification is due.
Daily scan runs automatically
Every day, the system scans all worker documents that have an expiry date set. It calculates how many days remain until each document expires and checks whether the document falls into one of the alert windows: 30 days, 14 days, 7 days, or 0 days (the expiry date itself).
Notifications are created for managers
When a document enters an alert window, the system creates an in-app notification for the relevant managers. This notification appears in the manage portal's notification centre and includes the worker's name, the document type, and the expiry date.
Email alerts sent for critical documents
If the document type is marked as critical, the system can also send an email alert to managers. This is particularly useful for documents like right-to-work permits or mandatory safety certifications where a lapse could have serious consequences.
Expiry date reached
On the day a document expires, it is automatically marked as expired in the system. From this point, the kiosk will display a warning to the worker when they clock in, and — for critical documents with strict enforcement — clock-in may be blocked entirely.
The cron job runs once per day, typically in the early hours of the morning. Notifications created overnight will be waiting for managers when they log in.
Each alert window only triggers one notification. For example, when a document first hits the 30-day mark, a notification is created. The system will not send another 30-day notification for the same document the following day.
Alert Timeline
When notifications are sent as a document approaches expiry
The system uses a tiered alert structure that escalates in urgency as the expiry date approaches. This gives managers plenty of time to arrange renewals while ensuring nothing slips through the cracks.
30 Days
First warning
Notification
14 Days
Second warning
Notification
7 Days
Urgent warning
Notification + Email
Expiry Day
Document expired
Notification + Email + Kiosk
30 days before expiry — First Warning
A notification is created in the manage portal alerting the manager that a worker's document will expire in 30 days. This gives plenty of time to begin the renewal process.
14 days before expiry — Second Warning
A follow-up notification is sent. If the document hasn't been renewed yet, this serves as a reminder that time is running short.
7 days before expiry — Urgent Warning
An urgent notification is sent. For critical documents, an email alert is also sent to ensure the manager is aware even if they haven't checked the portal recently.
On expiry date — Document Expired
The document is marked as expired. A final notification and email are sent, and the kiosk will begin showing a warning card to the worker when they clock in.
Encourage managers to act on the 30-day warning. Waiting until the 7-day or expiry notification leaves very little room to arrange renewals, especially for documents that require external processing.
Kiosk Warnings for Expired Documents
What workers see when they clock in with an expired document
When a worker clocks in at the kiosk and one or more of their documents has expired, the kiosk displays a warning card after the clock-in is confirmed. This makes the worker aware that action is needed, even if their manager hasn't spoken to them yet.
Clocked In — 07:02
Good morning, Sarah Johnson
Your CSCS Card expired on 01/02/2026 — please update
Please speak to your manager about renewing this document.
The behaviour at the kiosk depends on whether the expired document is classified as critical and what enforcement mode is configured:
Warning card shown after clock-in — clock-in always proceeds
Warning card shown after clock-in — clock-in proceeds with alert
Clock-in is blocked — worker cannot clock in until document is renewed
When clock-in is blocked due to a strict enforcement rule, the kiosk will display a clear message explaining why the worker cannot clock in and advising them to speak to their manager. The clock-in attempt is still logged for audit purposes.
Workers may not be aware their documents are expiring. The kiosk warning helps close this communication gap by alerting the worker directly at the point of clock-in.
Critical vs Non-Critical Documents
Understanding document type classifications
TempClock allows you to classify each document type as either critical or non-critical. This classification determines how the system behaves when a document of that type expires.
Non-Critical Documents
- Warnings shown but clock-in is always allowed
- Manager receives notifications as normal
- Suitable for documents like training certificates or optional qualifications
Critical Documents
- Can optionally block clock-in when expired (configurable)
- Email alerts sent to managers alongside notifications
- Suitable for CSCS cards, right-to-work permits, mandatory safety certifications
The enforcement mode for critical documents can be set to one of two levels:
Warnings and email alerts are sent, but clock-in is not blocked. Use this when you want visibility without disrupting operations.
Clock-in is blocked until the expired document is renewed or a manager overrides. Use this for legally required documents.
Document type classifications and enforcement modes are configured in Global Settings. You can change a document type from non-critical to critical (or vice versa) at any time, and the change takes effect immediately.
Think carefully before enabling strict enforcement. Blocking clock-in can disrupt site operations if a document renewal is delayed through no fault of the worker. Consider using standard enforcement with email alerts as a safer starting point.
Where to See and Manage Alerts
Finding and acting on document expiry notifications
Document expiry alerts are designed to reach managers through multiple channels, ensuring nothing is missed.
In-app notifications in the manage portal
All document expiry alerts appear as notifications in the manage portal. Click the bell icon in the top navigation bar to see your notifications. Document expiry alerts are clearly labelled with the worker name, document type, and how many days remain before expiry (or if it has already expired).
Email alerts for critical documents
When a critical document reaches the 7-day or expiry milestone, an email is sent to all managers associated with that worker's location. The email includes a direct link to the worker's profile so you can review the document and take action immediately.
Worker profile document tab
You can also check the status of any worker's documents by visiting their profile page and opening the Documents tab. Each document shows its expiry date and current status — valid, expiring soon, or expired.
When a worker provides a renewed document, upload it to their profile and set the new expiry date. The system will immediately clear the expired status and any active warnings at the kiosk will stop showing on the next clock-in.
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