PassMyKitchen tracks food handler card and certification expiry dates for every member of your team and sends reminders at 30 days, 7 days, and on the expiry date so you never have an expired card during an inspection. Here is how to set it up and keep your certifications current.
For the complete staff management guide, see food safety staff management guide. For details on all expiry alerts (not just certifications), see food safety expiry alerts and reminders. For a general guide to food handler requirements, see our food handler certification guide.
Why expired food handler cards are a problem
Health inspectors check food handler cards for every employee on duty. An expired card is a violation in most jurisdictions. Depending on your state, this can be a non-critical violation with a correction deadline or a critical violation that requires immediate action (employee removed from food handling duties until recertified).
The FDA Food Code requires food employees to have food safety knowledge, and most states implement this through mandatory food handler card programs. Cards expire every 2 to 5 years depending on your state. With multiple staff members on different renewal cycles, it is easy to lose track.
The worst part: an expired food handler card has nothing to do with how well you manage food safety. It is a paperwork issue, not a safety issue. But it still counts as a violation and still appears on your inspection report. Automated expiry tracking eliminates this entirely preventable problem. For state-specific requirements, see our food handler card requirements by state.
How to add staff certifications in PassMyKitchen
Step 1: Navigate to Staff
Tap "Staff" in the sidebar navigation. The Staff page shows your team members with their roles and certification status.
Step 2: Select a staff member
Tap a staff member to expand their details. If you are a solo operator, your own profile is automatically created and expanded. If you need to add a new team member first, tap "Add team member" and enter their full name, role, email (optional), phone (optional), and date joined (optional).
Step 3: Add a certification
Within the expanded staff member view, find the certifications section and tap "Add certification." A modal opens with the certification form.
Step 4: Enter certification details
The form includes:
- Certification type (dropdown): Select from available types like Food Handler Card, Certified Food Protection Manager, or other options loaded from the system
- Certificate number: Enter the certificate or card number (for example, "FH-2026-123456")
- Issued date: When the certification was issued. If you select a certification type with a known validity period, the expiry date auto-calculates when you enter the issued date
- Expiry date: When the certification expires. This is the date that triggers expiry alerts
- Issuing authority: The organization that issued the certification (for example, "ServSafe," "StateFoodSafety," or your state's approved provider)
Step 5: Save
Tap "Add certification" to save. The certification appears in the staff member's record with its expiry status. If the card is current, you see a green "Certs current" badge. If it is expiring within 60 days, you see a yellow "Expiring soon" badge. If it has already expired, you see a red "Expired" badge.
How expiry alerts work
PassMyKitchen checks certification expiry dates automatically. You do not need to set up reminders or create calendar events.
30 days before expiry: You receive a notification reminding you to start the renewal process. This gives enough time to schedule training, complete an online course, or contact your certification provider.
7 days before expiry: A more urgent reminder. If you have not started the renewal process, now is the time.
On the expiry date: Final alert. The certification is marked as expired.
Expired certifications are flagged with a red "Expired" badge in the Staff section. In Inspector Mode, the Staff tab shows certification status for every team member, so an inspector can immediately see whether all cards are current.
Renewing certifications in PassMyKitchen
When a staff member completes their renewal training and receives a new food handler card or certification:
- Navigate to Staff in the sidebar
- Tap the staff member
- Find the expired or expiring certification
- Edit the certification record with the new issue date, expiry date, and certificate number
- Save
The old certification dates are preserved in your history. The new expiry date is now tracked, and the alert cycle starts fresh. Updating takes about 30 seconds.
Certification tracking for solo operators
Even if you are the only person in your business, track your own certifications in PassMyKitchen. Your food handler card, manager certification (if applicable), and any state-specific certifications all have expiry dates.
It is easy to forget your own renewal date when you are busy running a food truck or managing a cloud kitchen. You are focused on service, customers, and daily operations, not checking a calendar for certification deadlines. Automated tracking handles this for you.
Marcus from Austin Taco Truck is a solo operator. He entered his food handler card details on the day he set up PassMyKitchen. Eight months later, he received a 30-day reminder that his card was expiring. He completed the online renewal course over a weekend and updated his record. Without the reminder, he might have discovered the expiration during an inspection.
Ready to get started?
Enter your food handler card details once and let PassMyKitchen track the expiry date for you. You get reminders at 30 days, 7 days, and on the expiry date, so you always have time to renew before an inspection catches you off guard.
Start your free trial and add your certifications today.
Frequently asked questions
How far in advance does PassMyKitchen alert me about expiring cards?
You receive alerts at three intervals: 30 days before the expiry date, 7 days before, and on the expiry date itself. The 30-day window gives you enough time to complete renewal training (most online food handler courses take 1 to 2 hours) and receive your new card. The Staff section also shows an "Expiring soon" badge for certifications within 60 days of expiry.
Can I track certifications for staff members who do not have a PassMyKitchen account?
Yes. Staff members are records in your account, not separate user accounts. You add their name, role, and certification details. They do not need to create an account or log in. On the Growth plan, you can optionally set up separate logins for team members so they can log tasks directly, but certification tracking works either way.
What certifications should I track besides food handler cards?
Track every certification that has an expiry date and that an inspector might ask about: Certified Food Protection Manager (CFPM/ServSafe Manager), allergen awareness training, state-specific certifications (some states require additional training beyond the food handler card), and any other credentials relevant to your operation. The certification type dropdown in PassMyKitchen includes common types, and you can enter any certification name.
Do food handler cards expire at the same time in every state?
No. Food handler card validity periods vary by state. Some states require renewal every 2 years, others every 3 or 5 years. Some states do not require food handler cards at all (though they may require manager certification). PassMyKitchen does not enforce state-specific validity periods. You enter the actual expiry date printed on your card, and the app tracks from that date. For state-specific details, see our food handler card requirements by state.