Expiring Inservices Report

1. What does this feature do? (High-Level Overview)

The Expiring Inservices Report gives administrators a centralized view of employees whose required compliance documents — licenses, certifications, and training records — are expiring within the next 2 months or have already expired. This feature is currently available in production.

2. Who is this for? (Roles & Permissions)

This report is location-scoped. Any role with the view_employees permission can access it, and results are automatically limited to the location the user is authenticated into.

• Owner: Can view the report for their current location.
• Manager: Can view the report for their current location.

3. Business Rules & Enforcements

• Rule 1: Results are automatically scoped to the authenticated user’s location. No cross-location data is accessible through this report.
• Rule 2: Only employees with at least one required field that is expired or expiring within the next 2 months from the reference date (today by default) are shown.
• Rule 3: Only fields explicitly marked as required for the specific employee-location combination are evaluated. An employee with no required fields configured will never appear in the report.
• Rule 4: A required field with no date on record is treated as a compliance gap and will appear in the report without an expiration date.
• Rule 5: Text-based compliance fields (CEU Domestic Violence, CEU HIV/Bloodborne Pathogens, CEU Civil Rights, Abuse/Neglect & Exploitation, and E-Verify) are flagged as non-compliant if not marked as completed. E-Verify is considered complete only when its value contains the word “file.”
• Rule 6: Results are sorted by the most urgent (earliest) expiration date first by default. An employee with multiple expiring documents is sorted by whichever document expires soonest.
• Rule 7: A custom reference date can be supplied to project future compliance status instead of using today’s date.

4. UI Placement

• Reports → Human Resources → Expiring Inservices Report

5. How-To Guide (Step-by-Step)

Scenario A: Reviewing all expiring documents for the current location

1. From the main menu, navigate to Reports.
2. Under the Human Resources section, click the Expiring Inservices Report card.
3. The report loads displaying all employees at your current location with at least one document expiring within the next 2 months, sorted by most urgent expiration first.
4. Use the Status filter to show only employees with a specific status (Active, Inactive, Incoming, etc.).
5. Use the Document Type filter to focus on a specific certification (e.g., Driver License, CPR, BACB License).
6. Use the Expiration filter to show only already-expired records, or only records expiring soon but not yet expired.
7. Use the Search field to find a specific employee by name.

Scenario B: Reviewing a specific employee’s expiring documents

1. From the report list, locate the employee and click their name (or the detail action).
2. A detail view opens showing all expiring or missing required fields for that employee at the current location, along with each field’s expiration date.
3. Use this view to identify exactly which certifications need renewal and coordinate follow-up with the employee.

6. What happens if…? (Edge Cases / FAQ)

• Q: What if a required field has no date on record?

  • A: The field still appears in the report as a compliance gap with no date shown. It is treated as needing attention regardless of the reference date.

• Q: What if I select a custom reference date?

  • A: The report shifts its 2-month window to start from that date instead of today. This lets you preview which documents will be expiring at a future point in time without waiting for that date to arrive.

• Q: What if an employee has no required fields configured at this location?

  • A: They will not appear in the report at all, even if they have date fields filled in. The report only evaluates fields that have been explicitly marked as required for that employee-location combination.