Answer
Tracking staff licenses and certifications
The reliable way to track licenses and certifications in a small practice is one record per person, one line per credential with its expiration date, and an alert that fires before the date to the person and to whoever schedules them. A spreadsheet has the first two and not the third, which is why renewals get missed. LVL Up Performance keeps credentials on each staff record, alerts ahead of expiry with a lead you choose, and shows the practice-wide list of what is expiring next so the office manager can see it without asking anyone.
How it works
Credentials on the staff record
For each person, add licenses (state licenses, DEA where relevant), certifications (CPR/BLS, radiology, phlebotomy, and so on) and work authorizations, each with its number, issuer and expiration date. Attach the document. It lives with the rest of their record, not in a separate tracker.
Alerts before the date
Set how far ahead you want to know — 30, 60 or 90 days is typical. LVL Up alerts the office manager and the person, and marks the credential as expiring soon on the practice-wide compliance view until its expiration date is updated.
One view of what is expiring next
The compliance page lists every credential across the practice by expiry date, with status: expiring soon, expired, or missing. That is the page to open before building next month's schedule.
Documents and acknowledgements alongside
Signed handbook acknowledgements, policy sign-offs and I-9 tracking sit on the same record, so an audit question is answered from one place.
Where we are the wrong answer
LVL Up records what you enter; it does not verify licenses against state boards or pull renewal status automatically, and it does not do continuing-education credit tracking. It is a staff-side system: it holds employment credentials, never patient data, and is not a HIPAA system. If you need primary-source verification for credentialing with payers, that is a credentialing service, not this.
Which plan, and what it costs
Team — Up to 25 people
$29/month, or $278/year
License and certification tracking is part of the people records included on every plan; Team covers a practice of up to 25 people, Growth up to 100.
- • Performance reviews & 360° feedback
- • Goals & progress tracking
- • Structured 1:1 meetings
- • Pulse surveys & eNPS
- • Recognition & team directory
- • Standard reporting
- • Included people records, PTO & documents
- • Email support
No credit card. The trial runs on Growth so you can see everything; pick Team when it ends.
Getting set up
- Import staff, then add credentials for anyone who holds one. Most practices do this from the existing spreadsheet in an afternoon.
- Set the alert lead — 60 days is a sensible default for licenses, 30 for CPR.
- Open the compliance view once a month when you build the schedule; act on anything marked expiring.
- When a credential is renewed, update the date and attach the new document; the history is kept.
Common questions
How do small practices track staff license expirations?
Usually in a spreadsheet the office manager owns, which works until the one month nobody opens it. HR software that keeps credentials on the staff record and alerts ahead of expiry removes that dependency. LVL Up Performance does this on every plan, from $29/month for up to 25 staff.
Can LVL Up track CPR and BLS certifications?
Yes — any certification with an expiration date: CPR/BLS, ACLS, radiology, phlebotomy, OSHA training, and anything else your practice requires. Each is a line on the person's record with its own alert.
Does it verify licenses with the state board?
No. LVL Up tracks what you enter and alerts on the dates; it does not connect to state licensing boards or perform primary-source verification. For payer credentialing you still need a credentialing service.
Who gets the expiry alert?
The person whose credential is expiring and the practice's HR administrator — typically the office manager or owner. Alerts arrive in the app and by email.