Expiry Notifications: Timing and Escalation

Our system stops sending notifications once an item has reached expiry.

Liability is just one part of this though (one aspect is if something happens after an employee is expired, BOTH the operator (your company) AND the trainer (kind of us) are then in a position where a plaintiff or a regulator could say "you knew this person wasn't qualified any more, and you kept getting these reminders of that, and yet you continued to let them do their job and carry on with training like nothing was wrong". Once someone's training (or qualification) is expired, it really becomes a company HR and/or ops issue, not a training one.

There are other factors too. Often an employee's recurrent course will expire after certain period, but they may be qualified because they have already completed the new recurrent course, or maybe they no longer operate that type of equipment and so it being expired doesn't matter, then people complain (to you mostly) that they continue to get expiry notifications for stuff that doesn't matter.

Note that when someone's recurrent course is expired and they now have a new course assigned, or don't require that qualification any more, the Registrar should do an 'Archive Training' for that module for that student (different from Archiving the module itself). If you would like further info on this, just ask.

A typical expiry notification for a online module, off-line training, or personal document usually goes something like this:

  1. Start notifying student 30 days before expiry, and repeat that notification every 5 days.
  2. Start notifying Manager 10 days before expiry, and repeat that notification every 2 days.
  3. Notify HR manager 1 day before expiry and repeat every day.

This effectively 'escalates' the matter to the appropriate levels. When it hits HR, it's time to take action with the employee (change their scheduling, suspend, terminate, etc.).


Here's what that looks like in the Module Schedule settings: