How to track license and permit expiry dates in monday.com

By Kayabyte

Short answer: build a board with one item per person, contractor or site, add a Date column for each license, permit or certification, a Files column for the proof and the “when date arrives, notify someone” automation to warn the owner. That is enough for a short list. It stops when you have many credential types, when the holder must send a renewed copy, and when you want one clear compliance status per person. For those, see Expiry & Compliance Tracker.

Licenses, permits and certifications expire quietly. A trade license lapses, a forklift certificate runs out, a site permit ends before the work does. Teams usually track them in a spreadsheet. This guide shows how to track them in monday.com with built-in features, the limits, and then where an app helps. Check menu names and plan limits in your own account, since they change.

What monday.com gives you

Date column: the expiry date of each credential.
Files column: a scan or photo of the license.
Dropdown or Status column: the type of credential, or Valid, Expiring and Expired.
People column: who is responsible for renewal.
Automations: “when date arrives, notify someone”, plus a daily check on overdue dates.
Filters and dashboards: a list of what expires soon, by team or site.

Step by step: a licenses board

Choose the layout. Two common choices. One item per person, with a Date column for each credential. Or one item per credential, with Holder, Type, Issued and Expiry columns. The second suits people with many credentials, but the first makes it easier to see a person’s whole status at a glance.
Create the board. Name it Licenses and permits. Add People (Owner), Dropdown (Type), Date (Expiry), Files (Proof) and Status (Compliance).
Set the status labels. Valid, Expiring soon, Expired and Missing. Use “Missing” for credentials that are required but not entered yet.
Enter each credential. Take the expiry date from the document and upload a copy to the Files column.
Add the reminder. In Automations, choose “when date arrives, notify someone”, pick the Expiry column, set the timing to a number of days before, and notify the Owner. Training and licenses often need long lead times, so use 60 or 90 days. Add a second rule with a shorter offset if you want a final warning.
Add an overdue rule. Use the daily recipe, which in monday.com reads roughly “every day, if date has passed and only if status is something, notify someone”. Notify the owner until the status is updated.
Review in a view. Filter the board on status, sort by expiry date and open it in a weekly meeting.
Chart it. In a dashboard, a Chart widget on the Status column shows how many credentials are valid, expiring or expired. Check the widget and board limits for your plan.

Where it stops

One rule per date column. With the layout of one column per credential, each column needs its own automation.
No automatic status. The Status column does not update itself from the date. You add automations that change it on a date, or someone does it by hand.
Required or not. A board does not know which credentials a person must hold. A missing license looks like an empty cell, and cells are easy to overlook. Keep a rule, such as a filter on empty dates, and check it.
Formula columns don’t trigger. You can calculate days left in a Formula column, but automations don’t react to formula results.
Renewals are manual. The notification goes to the owner, who then has to ask the holder, wait for the new copy, upload it and change the date. If the holder is a contractor or a person outside your account, that is a chain of emails.
Guests. Letting outsiders upload to the board means guest access. They can see more than you may want.
Proof is not checked. A file in a column is not reviewed. Nobody confirms that it is the right person, license number and date.
Personal data. Licenses and ID documents are personal data. Limit who can see the board and keep files only as long as needed.

Habits that keep license records usable

Record the expiry from the document, with the issuing body and license number in a column.
Mark credentials that are required per role, so the gaps are visible.
Name an owner for each credential and a backup.
Warn 60 to 90 days ahead where renewal takes time, for example exams or inspections.
Remove people and credentials that no longer apply, instead of leaving expired rows.

Expiry & Compliance Tracker

Expiry & Compliance Tracker is the app we make for the parts that stop. It works on the board you already have.

You define document types such as Trade license, Site permit or Forklift certificate, map each to a date column and a file column, and say who needs it: all items, certain groups, or items with a given status or dropdown value.
An item’s state per type is Valid, Expiring soon, Expired or Missing, so a required credential with no date shows as Missing rather than as an empty cell.
Reminders go out at offsets you choose, per type, as monday notifications, and a weekly digest on higher plans lists what is expiring or out of compliance.
The overall state can be written to a status column, so your own filters, dashboards and automations can use it.
For renewals, a secure upload link lets a contractor or employee send the new document and date without a monday account. You review it and approve before the date on your board changes.

There is a Free plan for a small number of tracked items. See the Expiry & Compliance Tracker page for details.

FAQ

How do I get a reminder before a license expires in monday.com? Put the expiry in a Date column and use the “when date arrives, notify someone” automation, with the timing set to a number of days before. Notify the People column.

Should I use one item per person or one per credential? One item per person gives a quick view of everyone’s status but needs a column per credential type. One item per credential is more flexible when people hold many different licenses.

Can monday.com tell me which licenses are missing? Only through filters on empty cells, unless you mark which credentials are required. An app can store that rule and show Missing.

Can I track contractors who are not on my monday.com account? You can track them as items. To let them upload their own renewals, you need guest access or a separate upload link.

Can I store copies of licenses on the board? Yes, in a Files column. Treat them as personal data and limit access to the board.

monday.com is a trademark of monday.com Ltd. Kayabyte is an independent developer and is not affiliated with or endorsed by monday.com.