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User Expirations

Track certifications, clearances, and other renewable requirements directly from a User's profile

Overview

Staff who deliver or support services often need to hold current credentials, such as CPR certification or a background clearance, and these credentials typically carry renewal deadlines. Missing a renewal can leave a User out of compliance with funder or state requirements and create problems during an audit or provider certification review. User Expirations gives administrators a place on each User's record to log these requirements, track their status, and attach supporting documentation, so expiring credentials are visible in one place rather than tracked separately outside SETWorks.

What is a User Expiration?

All users

A User Expiration is a record attached to a User's profile that tracks a credential, certification, or clearance that needs to be renewed periodically. It lives on the Details tab of the User's profile, in the Expirations section.

ℹ️ Note: Terminology can be modified within SETWorks to better fit the needs of your organization. If the terminology in our articles is not the same on your site, talk to your local administrator to assist in translation.

How to Access, Add, or Modify a User Expiration

Accessing User Expirations
Go to the Users link in the left navigation menu, then click View next to the User whose expirations you want to review. On the User's profile page, select the Details tab (selected by default) to see the Expirations section.

Adding a User Expiration
From the Expirations section, click + Create User Expiration. This opens the Add User Expiration window where you can enter the credential type, status, dates, notes, and supporting files.

Modifying a User Expiration
From the Expirations table, click Edit in the row for the expiration you want to update. This opens the record so you can change its details.

User Expiration Information

Expirations list columns

  • User Expiration Type: The credential, certification, or clearance the record tracks (for example, CPR Certified or SSA Clearance). Options come from a list configured for your organization.
  • Start Date: The date the requirement or credential period began.
  • Expiration Date: The date the credential or requirement expires, if one applies.
  • Notes: Free-text notes entered on the record.
  • Status: The current standing of the record, shown as Active, Expired, or Needs Upload.
  • Edit: Opens the record so you can update its details.

Add/Edit User Expiration fields

  • Type: Required dropdown. Select the credential or requirement this record tracks. The list of available types (for example, CPR Certified, SSA Clearance) is configured for your organization.
  • Status: Required dropdown. Set to Active, Expired, or Needs Upload; defaults to Needs Upload on a new record. This is set manually and does not appear to update automatically based on the Expiration Date.
  • Start Date: Required date field. Defaults to the current date when creating a new record.
  • Expiration Date: Optional date field marking when the credential or requirement expires.
  • Notes: Optional free-text field for additional context about the record.
  • Files: Attachment area with an Add Files button and a table showing Name, Size, Last Updated, and Last Updated By for any attached documents. Use this to upload supporting documentation, such as a scanned certificate.
  • Enabled: Checkbox, checked by default. Controls whether the expiration record is active/in use.

Frequently Asked Questions

What's the difference between the Status field and the Expiration Date?
Expiration Date records when the credential or requirement actually expires, while Status is a separate dropdown (Active, Expired, Needs Upload) that you set yourself. Because Status appears to be entered manually rather than calculated from the date, you'll want to update it as part of your review process rather than relying on it to change automatically.

What does the "Needs Upload" status mean?
It's the default status on a new User Expiration and generally indicates that supporting documentation (such as a certificate or clearance letter) hasn't been attached yet in the Files section. Update the status once the documentation is uploaded and reviewed.

Can I attach a copy of the certificate or clearance letter?
Yes. Use the Add Files button in the Files section of the Add/Edit User Expiration window to upload supporting documents to that record.

Why don't I see the Type I need in the dropdown?
The Type options are a configured list for your organization. If the credential you need isn't listed, check with your local administrator, who can add it to your organization's configuration.