PassMyKitchen automatically tracks expiry dates for staff certifications and uploaded documents, then sends you notifications before anything lapses. You do not need to set up reminders, create calendar events, or check dates manually. The system monitors every expiry date you enter and alerts you through in-app notifications so you have time to renew before an inspection catches you with expired records.
For staff certification tracking specifically, see track food handler card expiry dates. For document storage and management, see digital document vault for food businesses. For the complete staff management guide, see food safety staff management guide.
What PassMyKitchen tracks for expiry
PassMyKitchen monitors two categories of expiry dates: staff certifications and uploaded documents. Each category has its own alert window and notification behavior.
Staff certifications
Every certification you add to a staff member's profile includes an expiry date. PassMyKitchen tracks these dates and generates alerts when a certification is within 60 days of expiring. The certification types tracked include:
- Food handler cards: The most common certification, required in most states for every employee who handles food. Validity periods range from 2 to 5 years depending on your state.
- Certified Food Protection Manager (CFPM): Manager-level certifications like ServSafe Manager. Many states require at least one CFPM on duty during operating hours.
- Other certifications: Allergen awareness training, state-specific certifications, and any other credentials you add through the certification form.
When you add a certification and select a certification type with a known validity period, the expiry date auto-calculates from the issued date. You can also enter the expiry date manually if the auto-calculated date does not match what is printed on the certificate. For state-specific food handler requirements, see our food handler card requirements by state.
Uploaded documents
Documents stored in the document vault can have an expiry date attached. The system tracks these dates and generates alerts when a document is within 30 days of expiring. Documents commonly tracked include:
- Health department permits: Your food establishment permit, mobile food vendor permit, or temporary food service permit
- Business licenses: City, county, and state operating licenses
- Insurance certificates: Liability insurance, vehicle insurance (for food trucks), and event-specific coverage
- Commissary agreements: Your agreement with your licensed commercial kitchen, which may have an annual renewal date
The expiry date field is optional when uploading a document, but setting it activates automatic tracking. For documents that do not expire (such as inspection reports or vendor agreements), leave the expiry date blank.
How expiry alerts work
PassMyKitchen runs an automated check that scans all certification and document expiry dates across your account. When it finds items approaching their expiry date, it creates in-app notifications that appear in the notifications dropdown in the top navigation bar.
Certification expiry alerts
For staff certifications, the system checks for certifications expiring within the next 60 days. When it finds one, it creates a notification with:
- Title: The staff member's name and certification type (for example, "Marcus's Food Handler Card certification expires soon")
- Body: The certification name, staff member's name, and the specific expiry date, along with a prompt to renew
- Action link: Tapping the notification takes you directly to the Staff page where you can view and update the certification
The 60-day window gives you enough time to schedule renewal training, complete an online course (most food handler courses take 1 to 2 hours), and receive the updated credential before the current one expires.
Document expiry alerts
For documents, the system checks for items expiring within the next 30 days. When it finds one, it creates a notification with:
- Title: The document name (for example, "Health Permit 2026 expires soon")
- Body: The document title and specific expiry date, with a prompt to upload a renewed version
- Action link: Tapping the notification takes you to the Documents page
The 30-day window for documents gives you time to contact the issuing authority, submit renewal paperwork, and receive the updated document.
Notification delivery
Expiry alerts appear as in-app notifications in the notifications dropdown. The bell icon in the top navigation bar shows a red indicator dot when you have unread notifications. Tap the bell to see your notifications, including expiry alerts, in a dropdown list. Each notification shows the title, a preview of the body text, and how long ago it was created.
Tapping a notification marks it as read and navigates you to the relevant page (Staff or Documents) where you can take action. You can also tap "Mark all read" to clear all unread indicators at once.
Duplicate prevention
The system prevents duplicate alerts for the same item. Once an alert has been created for a specific certification or document, the system will not create another alert for that same item. This means you receive one notification per expiring item, not repeated reminders.
Certification status badges
In addition to notifications, PassMyKitchen displays certification status visually in the Staff section. Each staff member shows a badge next to their name indicating their certification status:
- Green ("Certs current"): All certifications are valid and not expiring within 60 days
- Yellow ("Expiring soon"): At least one certification expires within 60 days
- Red ("Expired"): At least one certification has passed its expiry date
- Gray ("No certs"): No certifications have been added for this staff member
These badges are visible in the Staff section and in the Staff tab of Inspector Mode. An inspector can see at a glance whether everyone on your team has current certifications. For the complete guide to Inspector Mode, see how to use Inspector Mode.
Temperature alerts
In addition to expiry tracking, PassMyKitchen sends email alerts when a temperature reading is logged outside safe limits. If you log a temperature for cold holding equipment above 41°F, frozen storage above 0°F, or hot holding equipment below 135°F, the system sends an email alert to the account owner.
The email subject line reads "Temperature alert: [Equipment name] is out of range." The email body includes the equipment name, the logged temperature, the safe limit for that equipment type, and a link to view your temperature logs. This alert helps you respond quickly even if you are not actively looking at the app after a team member logs a reading.
Temperature alerts are separate from expiry alerts. They are triggered immediately when an out-of-range temperature is logged, not on a scheduled check. For the complete temperature logging guide, see how to log food temperatures digitally.
Setting up expiry tracking
Expiry tracking is automatic. There is no separate setup step. You activate it simply by entering expiry dates when adding certifications and uploading documents.
For staff certifications
- Navigate to Staff in the sidebar
- Select a staff member (or add one using the "Add team member" button)
- Tap "Add certification" in the staff member's expanded view
- Select the certification type from the dropdown, enter the certificate number, issued date, and expiry date
- If you select a certification type with a known validity period, the expiry date auto-calculates when you enter the issued date
- Tap "Add certification" to save
The expiry date is now tracked automatically. No additional configuration needed.
For documents
- Navigate to Documents in the sidebar
- Tap "Upload document"
- Select your file (PDF, PNG, JPG, DOC, or DOCX, up to 10MB)
- Enter a document title and select a category
- Set an expiry date in the date picker. The help text below the field reads: "Set this for permits, licenses, and certifications that expire."
- Tap "Upload" to save
The document's expiry date is now tracked. You will receive a notification when it is within 30 days of expiring.
What to do when you receive an expiry alert
For certifications
- Identify which staff member's certification is expiring by reading the notification
- Tap the notification to go to the Staff page
- Determine the renewal process: schedule an in-person class, complete an online course, or contact the certification provider
- Once the staff member completes renewal and receives their new credential, edit the certification record with the new issued date, expiry date, and certificate number
- The old dates are preserved in your history, and the new expiry date starts a fresh tracking cycle
Most food handler card renewals can be completed online in 1 to 2 hours. ServSafe Manager certifications require a proctored exam but can also be scheduled within a few weeks. Starting the renewal process when you receive the alert (up to 60 days before expiry) gives you plenty of time.
For documents
- Read the notification to identify which document is expiring
- Tap the notification to go to the Documents page
- Contact the issuing authority to start the renewal process (health department for permits, insurance company for certificates, commissary for agreements)
- When you receive the renewed document, upload the new version with the updated expiry date
- Your previous document version stays in your history
Permit renewals can take days or weeks depending on your jurisdiction. The 30-day alert window accounts for this processing time.
Why automated expiry tracking matters
Operating with expired permits, certifications, or insurance is one of the most common and most preventable compliance issues. The FDA Food Code requires food employees to have current food safety knowledge, and most states implement this through mandatory food handler card programs with defined validity periods.
An expired food handler card is a violation. Depending on your state, it can be a non-critical violation with a correction deadline or a critical violation requiring the employee to stop handling food until recertified. Either way, it appears on your inspection report.
An expired permit can shut you down. Operating without a valid food establishment permit is a serious violation in every jurisdiction. For food truck operators with permits in multiple counties, tracking different expiry dates across jurisdictions is especially challenging without automated reminders.
Expired insurance can void your contracts. Commissary agreements, event venue contracts, and landlord leases often require current liability insurance. An expired certificate of insurance can result in losing your prep space or being removed from an event.
None of these failures reflect your actual food safety practices. They are paperwork issues. Automated tracking eliminates the risk of forgetting a renewal deadline while you are focused on running your operation. For a comprehensive look at food safety compliance, see our food safety compliance for small businesses.
Expiry tracking best practices
Enter every expiry date on the day you add the record. When you upload a new permit, enter its expiry date immediately. When you add a staff certification, enter the expiry date during the same session. Do not plan to "come back and add it later." The 60 seconds it takes to enter the date activates months of automated tracking.
Review the Staff section monthly. Open the Staff page and scan the certification status badges. Are any showing yellow ("Expiring soon") or red ("Expired")? Address these before an inspection. The badge system gives you a visual summary without needing to check individual certification dates.
Keep your notifications current. When you see a notification in the bell dropdown, act on it or acknowledge it. Tap "Mark all read" only after you have reviewed each alert. Unread notifications with the red indicator dot serve as a persistent reminder that something needs attention.
Update records immediately after renewal. When a staff member renews their food handler card or you receive a renewed permit, update the record in PassMyKitchen the same day. This resets the tracking cycle and ensures the new expiry date is monitored.
Ready to get started?
Enter your expiry dates once and let PassMyKitchen handle the tracking. You receive in-app notifications before certifications and documents lapse, so you always have time to renew.
Start your free trial and set up your expiry tracking today.
Frequently asked questions
Do I need to set up reminders manually?
No. Expiry tracking is fully automatic. When you enter an expiry date on a certification or document, the system monitors that date and creates a notification when it is approaching. There is no separate reminder setup, no calendar integration required, and no manual scheduling.
How far in advance am I alerted?
For staff certifications, the system checks for items expiring within 60 days. For documents, the alert window is 30 days. The longer window for certifications accounts for the time needed to schedule and complete renewal training. The shorter window for documents reflects the fact that permit and license renewals are typically administrative processes that can be initiated quickly.
Can I change the alert timing?
The alert windows (60 days for certifications, 30 days for documents) are fixed and cannot be customized. These windows are based on typical renewal timelines: food handler courses take 1 to 2 hours to complete but you need time to schedule them, and permit renewals often require processing time from the issuing authority.
What happens if I miss the alert?
If a certification or document expires, it is flagged accordingly. Certifications show a red "Expired" badge in the Staff section. Expired documents are visually flagged in the Documents section. These indicators persist until you update the record with renewed dates. The system does not delete or hide expired items.
Are expiry alerts sent by email?
Expiry alerts for certifications and documents appear as in-app notifications in the notifications dropdown. Temperature alerts (for out-of-range readings) are sent by email. The in-app notification system ensures you see expiry alerts the next time you open PassMyKitchen, which is typically during your daily food safety routine.
Does expiry tracking work on the Starter plan?
Yes. Expiry tracking for both certifications and documents works on both the Starter plan ($29/month) and the Growth plan ($49/month). On the Starter plan, you track your own certifications as a solo operator. On the Growth plan, you track certifications for up to 5 team members. Document expiry tracking works the same on both plans. For a comparison of plans, see our pricing page.