Your weekly reminder of everything about to expire

Expiry dates are easy to lose track of. A DBS or a right to work check quietly runs out, nobody notices until the worker is already off the board, and by then you are chasing a renewal at the worst possible moment.

From this release you get a weekly heads-up. Every Thursday, Care Hires emails your agency a single list of every verified worker with a certificate or document due to expire in the next 30 days, along with a spreadsheet you can work through. Nothing coming up that week means no email, so an email arriving always means there is something to do.

What you will receive

One email a week, every Thursday. It is sent to your agency, not to individual managers, and it covers your whole workforce in one go.
One entry per worker, not per document. A worker with three items running out appears once, with all three listed against them.
A 30 day window. Anything expiring in the next 30 days is included. Items already expired are dealt with separately, through the denial notice email.
Verified workers only. The list covers workers who have been through Care Hires verification, as those are the profiles compliance affects.
Nothing to report means nothing sent. The email is suppressed entirely in a week where no worker has anything coming up.

What is in the attached spreadsheet

The email has an Excel workbook attached with two sheets, so you can either scan the summary or work line by line.

Action List gives you one row for every expiring item. Each row carries the worker, the item, its expiry date and a Days To Denial column so you can see how much time is left. That column is shaded to bring the urgent rows to the top of your attention: red where there are seven days or fewer, amber between eight and fourteen days. The header row is frozen and a filter is already switched on, so you can sort by days remaining, or filter to a single worker or item type, without setting the sheet up yourself.
Summary by Worker rolls the same information up to one row per worker. This is the quicker view when you want to see how many people are affected rather than how many documents.

Working through the list

Open the Action List sheet and sort or filter on Days To Denial, so the red rows sit at the top.
Work down the red rows first. These are the workers closest to losing their approved status.
Contact each worker for the renewed certificate or document.
Upload the new version to the worker's profile as soon as it arrives.
Move on to the amber rows, then the rest, so next week's email is shorter than this one.

It is worth building this into a fixed slot in the week. Because the email always arrives on a Thursday, an hour set aside on a Thursday or Friday is usually enough to keep on top of it.

Why chasing early matters

When a certificate or document passes its expiry date, the worker's profile now moves automatically to Denied and they cannot be booked until the renewal is in place and approved. The weekly email exists so that never comes as a surprise.

Renewals also need time at the Care Hires end, as the new document has to be checked before the worker is available again. Chasing a renewal in the week it expires leaves no room for that, which is why the advice is to action renewals in good time rather than at the deadline.

Where an item is not needed for the roles a worker covers

Occasionally a profile carries a certificate or document that is not required for the roles that worker actually covers. Rather than renewing something nobody needs, you can ask for it to be removed from the profile so it does not trigger a denial.

Removals are approved by Care Hires rather than applied instantly, so allow a little time for it to come off the profile. If the expiry date is close, it is worth raising the request as soon as you spot the item on the list.

If something looks wrong

No email arrived this week. This is normal where no worker has anything expiring in the next 30 days. If you were expecting one, check your junk folder and confirm the notification address held for your agency is still in use.
A worker you expected to see is missing from the list. Check whether their item expires more than 30 days from now, in which case it will appear in a later email, or whether it has already expired, in which case it will come through on the denial notice instead.
A worker appears who has already renewed. Check the renewed version has been uploaded to the profile and approved. The list is built from what is on the profile at the time of sending, so an approval that lands after Thursday will be reflected in next week's email.
The spreadsheet will not open. The attachment is a standard Excel workbook. If your email client blocks it, save it to your computer first and open it from there.

If something still does not look right, get in touch with the Care Hires support team with your agency name and the date of the email in question.