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Feature · Compliance & credential tracking
Audit-ready, always.
Background checks, CPR certifications, mandated-reporter training, signed handbooks — tracked per staff member and volunteer, with automatic renewal reminders before anything expires. When the auditor or insurer asks, the answer takes seconds.
The problem
Sound familiar?
The expired background check nobody noticedA staff member's clearance lapsed eight months ago. Nobody tracked it, nobody renewed it, and now it's an insurance problem — or worse.
Credential records in a filing cabinetCertifications live in paper folders and one veteran secretary's memory. When she retires, so does your compliance system.
Insurance & accreditation scramblesEvery renewal or accreditation visit triggers a two-week scramble to assemble documents that should have been one report.
What 613OS does
Built to make this disappear
Credential records per personEvery staff member and volunteer has a record listing required credentials — background check, fingerprinting, CPR, mandated-reporter training — with status and expiration dates.
Automatic expiration reminders60, 30, and 7 days before any credential expires, the staff member and your administrator both get notified. Renewals happen before lapses.
Document collection workflowsNew hires and volunteers receive a checklist of required documents, upload them digitally, and get chased automatically until complete.
Signed policy trackingHandbooks, technology policies, and confidentiality agreements sent for e-signature and tracked to 100% completion each year.
Audit-ready reportingOne report shows every person, every requirement, and every status — formatted for insurers, accreditors, and your board.
Volunteer screening statusTrack which parent volunteers are cleared for trips and classrooms — visible to the office before any event roster is finalized.
The dashboard that stays green
Every person, every requirement, every status.
| Person | Requirement | Expires | Status |
|---|---|---|---|
| Sample Staff 1 | Background check | Mar 2027 | Current |
| Sample Staff 2 | CPR certification | Dec 2026 | Renewal sent · 60 days |
| Sample Staff 3 | Mandated-reporter training | Nov 2026 | Reminder · 30 days |
| Sample Volunteer 1 | Fingerprinting | — | Upload requested |
| Sample Staff 4 | Handbook 5787 | Annual | Signed |
Sample data. Both the staff member and the administrator are notified before anything lapses.
Warnings at intervals you setEach requirement carries an expiration date; the renewal chase runs by WhatsApp and email automatically, so nothing silently lapses.
Volunteers, contractors and staffEach carries its own requirement set — useful where volunteers need background checks or training before working with children.
Reports in minutesThe difference between an afternoon and a week when the insurer or licensor asks.
60 daysadvance warning before any staff credential expires
60 · 30 · 7days out — the staff member and the administrator both notified
1 reportevery person, every requirement, every status — for insurers, accreditors and the board
Works together with
Related features
Staff hiring & onboardingPostings, applications and new-hire checklists — credentials collected before day one.Learn more →Document automationHandbooks and policies sent for e-signature, chased to 100% and filed to the record.Learn more →Volunteer managementSign-ups, screening status and rosters for trips and classrooms — in one place.Learn more →
Frequently asked questions
What is compliance tracking software?
Compliance tracking software monitors the credentials, background checks, trainings, and documents an institution must keep current — per staff member and per requirement — with automatic expiration alerts. 613OS turns compliance from a fall scramble into a dashboard that stays green.
What kinds of requirements can be tracked?
Background checks, fingerprinting, mandated trainings, certifications, licenses, health documents, and any custom requirement your state, insurer, or accreditor imposes — each with its own renewal cycle and evidence attached.
How do expiration alerts work?
Each requirement carries an expiration date, and both the staff member and the administrator get advance warnings at intervals you set. The renewal chase runs by WhatsApp and email automatically, so nothing silently lapses.
Can we prove compliance during an audit or insurance review?
Yes. A live dashboard shows every person's status against every requirement, and reports export in minutes — the difference between an afternoon and a week when the insurer or licensor asks.
Does it cover volunteers as well as employees?
Yes. Volunteers, contractors, and staff can each carry their own requirement sets — useful where volunteers need background checks or training before working with children.
See compliance & credential tracking in action
Book a 30-minute demo and we'll show you exactly how this would run at your school.
613os.com/demo · 305-954-7362 · yoni@613os.com