A credential collection checklist for the next worker or renewal

1. Define the worker and requirement

Start with the worker, their role and the requirement your organization has decided applies. Do not request every document on a generic list. A company license, an individual credential and a training record may have different holders, authorities and review rules.

• Identify the worker with a stable reference and a current contact address.
• Name the credential and the issuing authority, where applicable.
• Identify who decides that the requirement applies to this role.
• Assign a reviewer and a deadline for the review, not only the upload.

2. Send a request that the recipient can act on

Tell the recipient which document to submit, why it is needed and when it is due. Use a scoped submission link or your approved internal process. Avoid requesting unrelated personal information, and do not publish links containing private access tokens.

Example request text: Please submit the current document for [credential] using your private request link by [date]. The reviewer will check the holder, issuer and relevant dates. If the document has no expiration date, flag that for review instead of choosing an arbitrary date. This is a draft to adapt, not an automatically sent message.

3. Check evidence before accepting the record

An uploaded file is a submission, not an approved credential. Check whether the document belongs to the expected holder, whether the relevant information is readable, and whether it matches the requested credential. If AI suggests fields, compare them with the document before approval.

• Confirm the holder and credential description.
• Compare any recorded number and issuing authority with the evidence.
• Check the date format before accepting a renewal date.
• Use unknown when expiration information cannot be established.
• Use non-expiring only when that is supported for the credential.
• Perform issuing-authority verification separately when your process requires it.

4. Record the decision and follow-up

Accept a reviewed record, ask for a correction, or retain it as pending review. Keep the document associated with the correct worker and credential. A rejected or unreadable upload should remain visibly unresolved instead of being hidden behind a future date.

For a renewal, compare the proposed information with the existing record before replacing the accepted values. The reviewer should be able to explain the change later. Record the next action and its owner for anything that remains missing.

Explore the credential request, review and renewal process to test this process with your own authorized records.

5. Close the loop with a summary

Once the record is reviewed, inspect the worker summary and the relevant role requirements. Export a dated summary when you need to share a snapshot. Make clear which requirements were configured and which records still need attention; a summary is only as complete as that configuration.

• Confirm that the intended credential is linked to the requirement.
• Check that accepted renewal dates appear correctly.
• Confirm the reminder recipients and organization timezone.
• Identify missing requirements or unassigned roles separately.
• Keep a record of what still needs review.