When a credential's expiry date is approaching, Planner.coach emails the credential holder so they can renew in time. This page explains the cadence, the lapsing windows by credential type, and how dismissals and renewals interact.
Reminders go to the credential holder's email address only. Your teammates aren't copied on individual renewal nudges -- they see your status on the team compliance dashboard instead.
The cadence
For most credentials, you'll get an email at:
- 120 days before expiry
- 90 days before expiry
- 60 days before expiry
- 30 days before expiry
- 7 days before expiry
- On the day of expiry
- 7 days after expiry (final overdue prompt)
Short-cycle credentials -- ones with a short lapsing window like First Aid -- skip the 90-day and 60-day emails so you don't get reminded months before there's anything to do.
Lapsing windows by credential type
The "lapsing window" is how far ahead of the expiry date a credential turns amber and starts triggering reminders. It varies by type because renewal timelines vary widely from country to country and from one credential to the next.
| Credential type | Region | Lapsing window |
|---|---|---|
| Working with Children Check -- QLD (Blue Card) | Australia | 120 days |
| Working with Children Check -- other states | Australia | 90 days |
| FA Safeguarding Children | UK | 90 days |
| DBS | UK | 60 days |
| SafeSport Trained / Code / MAAPP | US | 60 days |
| Federation Coaching Licence | Any | 60 days |
| National Police Check | Australia | 30 days |
| Background Check | US | 30 days |
| First Aid | Any | 30 days |
| Anything else (default) | Any | 30 days |
If a credential is inside its lapsing window, the status pill turns amber and reads "Expires in {N}d". Once it passes the expiry date, it turns red and reads "Expired {N}d ago".
DBS Update Service
DBS records on the Update Service don't have an expiry date in the same sense -- you record a "Last checked" date instead. We treat the freshness window as 12 months. At 11 months we'll prompt you with "Re-check soon", and once the last check is over 12 months old the status becomes "Re-check needed".
Renewing a credential resets the cadence
When you renew a credential -- by editing the expiry date (or "Last checked" date for the DBS Update Service) -- the reminder cadence resets automatically. The new cycle starts from the new expiry date, and the schedule begins again from whichever reminder is next due.
You don't need to delete and re-add the credential. Editing the date is enough.
Silencing reminders for the current cycle
If you've already booked your renewal and don't want any more emails about it, click the bell icon on the credential and choose Silence reminders. This silences emails for the current expiry cycle only.
Two important behaviours:
- Renewing un-silences automatically. As soon as you update the expiry date, the next cycle's reminders are active again.
- Silencing is per-cycle. It doesn't permanently turn off reminders for that credential -- only for the cycle you're currently in.
You can re-enable reminders for the current cycle any time by clicking the bell icon again.
Why we send a reminder 7 days after expiry
If life gets in the way and a credential lapses, we send one final email a week after expiry as a safety net. After that, the record stays in your list with a red "Expired" pill until you renew or remove it. Your club's compliance dashboard will continue to show the expired status so the safeguarding lead can follow up.
Related
- Coaching Credentials -- Add and manage your credentials.
- Team Compliance Dashboard -- How expiries show up to your club.