License & Qualification Expiry Kit

When this helps

You want to track staff license deadlines, but the rules differ per license, and Excel plus memory can't keep up

What it does

Imports your existing Excel or CSV roster into a ledger, then computes each deadline — driving licenses, realtor certificates, hazmat handler safety training, transport-manager training and more — straight from the law's wording. Qualifications with no legal deadline, like skill training or special education, are never given one; they're reported as 'no legal deadline', and anything the kit has no rule for is marked 'unknown'. It builds an upcoming-deadlines list and personal notices using only fields safe to disclose, and checks whether a job site has enough licensed staff through the end of the job, watching for duplicate people and 'restricted' license variants. Any instruction-like text found in input or notes is flagged, never followed.

The fixes baked into this kit

1. Treating skill training and special education as expiring after 5 yearsIt's easy to mistake the government guideline's 'retrain roughly every 5 years' for a legal deadline, when the law sets none. Skill training, special education, and licenses such as crane and boiler-operator licenses are never given a deadline — they're reported as 'no legal deadline', with the 5-year guideline kept only as a note.
2. Assuming every Industrial Safety and Health Act license has no deadlineAll Industrial Safety and Health Act licenses were assumed to have no deadline, but checking the regulation text showed boiler welders alone have a 2-year validity period. Searching each regulation's text for 'license validity period' caught this, and boiler welders were added as the one license with a real deadline.
3. Counting hazardous-materials safety training as '3 years from certificate issue'Counting from the certificate's issue date doesn't match the law. The actual deadline runs from the date handling work began — 1 year, or 3 years under certain conditions — and if that start date isn't known, no deadline is set until it's confirmed.
4. Counting the transport manager's general training deadline as 'end of the following fiscal year'Only reading the regulation's clause about those who have passed the end of the following fiscal year set the deadline there, but the ministry notice specifies every 2 years, starting the fiscal year after that. That made the very fiscal year the training is actually due appear entirely overdue. Fixed to report the deadline as the end of the fiscal year after next, per the notice.
5. Counting the same person twice at a job site, e.g. 'Kawabata' and 'Kawabata Minori'Counting the same person as two different people made an understaffed site read as 'fully staffed.' The same person is now counted once, with duplicates flagged for review, and 'restricted' license variants are also flagged for checking.
6. Internal notes typed into the license 'type' field leaking into the employee's noticeAn internal note like 'rated lower than so-and-so' typed into the type field showed up verbatim in the employee's notice. The type is now shown only when it matches a short, category-like form, and the notice is rechecked afterward for other employees' names or internal wording.

What's inside

• The flow (set up company → enter into the ledger → compute deadlines → notify → check job sites)
• A tool that turns an existing Excel or CSV roster into one input file per person
• A tool that computes each license's deadline straight from the law's wording (driving licenses, hazmat handlers, transport managers and more)
• A tool that builds an upcoming-deadlines list and personal notices using only fields safe to disclose
• A tool that checks whether a job site has enough licensed staff, watching for duplicate people and 'restricted' license variants
• A tool that logs renewals, training and ID checks as append-only records
• A tool that scans pasted text for instruction-like phrasing
• A sample fictional company and a self-test suite

The first three decisions

1. Company name and a contact point for staff questions
2. How many days before a deadline to start notifying (default: 90 days)
3. Where the ledger will be stored

What you need

• No extra costClaude Code or CodexBoth CLAUDE.md and AGENTS.md are included
• No extra costNode.js 18 or laterTo run the tools. Nothing else needs installing
• No extra costA browserTo view the results page, deadline list and notices
• No extra costExcel or NumbersTo view the existing roster and the generated license ledger spreadsheet

How to use

Just paste this into your AI.

I want to use the nice to have kit "License & Qualification Expiry Kit". Follow https://nicetohave.app/en/g/Z8857GGQ-•••••••••• and set it up.

Works the same in Claude Code or Codex.
Read what this tells your AI to do, before you paste it

FAQ

Can I upload a photo of a license and have the deadline read from it?

No, it can't read dates from images. You need to say or type the date written on the document; the kit never reads one from a photo.

If a qualification isn't covered by the kit's rules, will it look up the legal deadline for me?

No. Anything not covered is shown as 'unknown — needs checking.' If you want to track it anyway, you can add a company-defined deadline under 'in-house qualifications' in the settings.

Can it also produce the worker roster or certificate copies I submit to a general contractor?

No — that's handled by a separate construction safety-documents kit. This kit only produces the in-house ledger and the notices sent to employees.

Does the ledger store driving license numbers, registered address, or photos?

No. Driving license numbers, registered address, photos, and health information are never stored, even if they appear in your input — the kit drops them and flags it. Other certificate numbers are kept as last-4-digits only.

Does it account for the pending change that would remove the care-manager certificate's expiry?

The change isn't in force yet, so the kit still reports a 5-year validity period. Once the usable-until date (March 31, 2027) passes, the results page flags it so you can check whether the change has taken effect.

Supporters

Once support opens, the people who backed this kit will be listed here.