How-to · HR and practice managers
Credentials, renewals, and never being surprised by one
Overview
Staff records hold who works for you and the documents that prove they are allowed to. The point of keeping them here rather than in a folder of scans is the expiration view: what lapses in the next sixty days, in one list, before somebody finds out the hard way.
Staff records are the one area where CaseLoop’s servers are the system of record, and uploaded documents are stored both on this machine and in CaseLoop’s storage. That is worth stating plainly in any security review — see Where your data lives.
The staff list
The Staff page lists your people with a column showing each person’s next expiration — the soonest-expiring current document they hold. Sort on it and your whole to-do list is the top of the page.
New Staff Member adds someone. The fields you see are configured for your agency rather than fixed by us, so if something important is missing, ask and it can be added.
Documents
Click them in the staff list. Their documents are listed on their profile.
Add Document, then drop the file in — “Drop a file here, or click to browse.”
The document type is the field that matters most, and the next section explains why. Pick the type that describes the credential, not the wording on this particular certificate.
Set the expiration date if it has one. No expiration is a legitimate answer for documents that genuinely do not expire — use it rather than inventing a far-off date, because an invented date becomes a warning somebody has to dismiss.
The file is stored on this machine and in CaseLoop. If your agency uses Agiloft, it is also filed there automatically — see the last section.
Renewals
CaseLoop groups documents into series: a credential and all its past renewals are one thing with a history, not a pile of separate files.
The person and the document type — and deliberately not the title. Within a series, the version with the latest expiration date is the current one; everything older becomes history.
This is the one thing to get right. If last year’s certificate was filed as one type and this year’s as another, CaseLoop sees two unrelated credentials — and the old one keeps raising expiry warnings after it has actually been replaced.
Titles are free text and vary (“Bloodborne Pathogens” one year, “Bloodborne Pathogens Certificate” the next), which is exactly why the title is ignored and the type is not.
Add it as a new document of the same type, with the new expiry date. The previous version is kept as history — nothing is overwritten and nothing is lost — and the warnings move to the new date.
Documents typed as Other are grouped by title instead, because Other is a bucket rather than a credential. Two unrelated “Other” documents should not merge into one series, and they don’t.
Expirations
Expiring Compliance shows every current document across all staff, by how close it is to lapsing. Superseded versions are excluded — you are looking at what is actually in force.
| Band | Means |
|---|---|
| Expired | Past its date. Deal with it today. |
| Critical (<30d) | Under thirty days. Renewals usually take longer than people expect. |
| Warning (<60d) | Under sixty days. This is the band to work from. |
| Upcoming (60d+) | Further out. Visible, not urgent. |
Filter by band, by document type, or by person. All statuses removes the filter entirely.
The view is most useful read once a week at the Warning band. By the time something is Critical, you have lost the part of the window that was comfortable.
Agiloft
If your agency uses Agiloft, CaseLoop can file HR documents into it as they are uploaded, so nobody does the same upload twice.
It is set up in Settings → Data Integrations: add the Agiloft card and enter the login CaseLoop should sign in with. There is no import button on that card, because this integration only sends. See Connect your practice systems.
Troubleshooting
| What you see | What to do |
|---|---|
| A credential you renewed is still showing as expiring. | The renewal was almost certainly filed under a different document type, so CaseLoop sees two separate credentials. Edit the new document to the same type as the old one and the series joins up. |
| One person has the same certificate listed several times. | Same cause, in reverse — several types where there should be one. Set them all to the same type; the latest expiry becomes current and the rest become history. |
| A document has no expiry and you want it out of the list. | Set it to No expiration. It then has no date to warn about, rather than a made-up one. |
| A file will not upload. | CaseLoop only accepts document and image types it can safely display. A .zip or an executable is refused on purpose. Convert it to a PDF. |
| Someone left and you want their record gone. | Mark them inactive rather than deleting. Credentialing history is usually the thing an audit asks for, and it is unrecoverable once deleted. |
| The staff list is empty or will not load. | Staff records come from CaseLoop’s servers rather than this machine, so this is a connection issue rather than a sync one. Check you are signed in; if it persists, tell us. |
| Two people edited the same record. | Last save wins — there is no locking. For a record several people maintain, agree who owns it. |
The whole value of this section is that the expiration list is true. One consistent document type per credential is what keeps it that way.