Certification/qualification expiry reminders for staff

Purpose

1.1. Ensure all Aikido club staff maintain up-to-date certifications and qualifications by automatically tracking expiry dates, notifying stakeholders, and reducing manual compliance checks.
1.2. Support administrative efficiency, standardization, and prevent lapses in legal or safety requirements.
1.3. Facilitate planning for renewals and audits, contributing to a reputation for professionalism and safety.

Trigger Conditions

2.1. Detection of a new or updated certification/qualification record for staff.
2.2. Imminent expiry, typically 30/14/7/1 days before certification expiry.
2.3. Missed or lapsed expiry, flagging records past due date.

Platform Variants

3.1. Twilio SMS
• Feature/Setting: Messaging API; configure scheduled SMS reminders using staff mobile numbers.
3.2. SendGrid
• Feature/Setting: Transactional Email API; configure automated expiry notification emails.
3.3. Google Sheets
• Feature/Setting: Scripted triggers; track expiry columns, trigger reminders via App Script.
3.4. Slack
• Feature/Setting: Incoming Webhook; schedule reminders in dedicated compliance channels.
3.5. Microsoft Outlook
• Feature/Setting: Calendar API; add expiry dates as events with pre-set reminders.
3.6. Zapier
• Feature/Setting: Scheduled automation; trigger workflow on date match, send notifications.
3.7. Trello
• Feature/Setting: Card due dates; create or update cards for each expiring certification.
3.8. Asana
• Feature/Setting: Custom fields + date triggers; auto-assign renewal tasks on expiry approach.
3.9. Airtable
• Feature/Setting: Date fields and automation; run expiry-based scripts for alerts.
3.10. Microsoft Teams
• Feature/Setting: Bot framework or connectors; schedule compliance notifications to team chat.
3.11. Mailgun
• Feature/Setting: Email API; generate automated alert series.
3.12. Monday.com
• Feature/Setting: Auto reminders via status + date; assign compliance tracking boards.
3.13. Pipedrive
• Feature/Setting: Activity scheduler; log expiry reminders as activities per user.
3.14. Salesforce
• Feature/Setting: Process Builder or Flows; create scheduled expiry alerts for staff.
3.15. Notion
• Feature/Setting: Database with date rollups; use in-app notifications for expiry deadlines.
3.16. ActiveCampaign
• Feature/Setting: Date-based automations; trigger expiry email series.
3.17. HubSpot
• Feature/Setting: Workflow with date property; notify staff/users as expiry nears.
3.18. Zendesk
• Feature/Setting: Ticket triggers for expiry; auto-create compliance tickets.
3.19. Google Calendar
• Feature/Setting: Event creation API; generate recurring reminders for expiry.
3.20. Intercom
• Feature/Setting: Automated messages to users; segment staff as per expiry date filters.
3.21. BambooHR
• Feature/Setting: Automated reminders; configure in employee records for renewals.
3.22. Freshdesk
• Feature/Setting: Automations for compliance tickets; assign follow-up tasks.

Benefits

4.1. Eliminates manual tracking and reduces risk of missed certification renewals.
4.2. Establishes a standard compliance process across platforms and departments.
4.3. Increases transparency and accountability for both staff and administrators.
4.4. Enhances audit readiness and club reputation regarding safety/legal standards.
4.5. Saves administrative time, freeing resources for value-added club activities.