Digital employee records with automatic expiry tracking for licenses, certifications, and insurance — so a lapsed credential never causes a work stoppage or a compliance violation.
Why Certification Tracking Matters
Residential construction is heavily regulated. GC firms must maintain current licenses, carry active insurance policies, and ensure field workers hold the safety certifications required by state and local regulations. A lapsed contractor license can shut down a project mid-construction. Expired OSHA training can result in regulatory fines. An insurance certificate that wasn't renewed can void coverage on an active project.
Most GC firms manage this with a binder of paper copies or a shared folder of PDFs — with reminders set manually in someone's calendar. BuildOS replaces this with automated digital tracking and proactive alerts, ensuring no expiration ever catches the firm off guard.
Employee Records
Every employee at the GC firm can have a profile in BuildOS. An employee record is linked to their BuildOS user account (if they use the platform) and contains:
| Field | Description |
|---|---|
| Name | First and last name |
| Role | Job title / role within the firm (e.g., Superintendent, Framing Crew Lead, Plumber) |
| Phone | Direct cell number — used by Sub Liaison Agent for SMS coordination where applicable |
| Hire Date | Date of employment start — used for tenure tracking and benefit eligibility |
| User Account | Link to their BuildOS login (if they use the web dashboard or mobile app) |
| Certifications | All credentials associated with this employee (see below) |
Certification Types
BuildOS tracks three primary certification categories, each with a defined expiry lifecycle:
Certification Record Fields
| Field | Description |
|---|---|
| Type | Contractor license, OSHA-10, OSHA-30, insurance certificate, or custom |
| Issuing Authority | The organization or agency that issued the credential (e.g., "State of Texas Contractors Board") |
| Certificate Number | License or certificate number for verification |
| Issue Date | When the credential was issued |
| Expiry Date | When the credential expires — the key field for automated tracking |
| Status | Active, Expiring Soon, or Expired (calculated automatically from expiry date) |
| Document Upload | PDF or photo of the physical certificate for digital record-keeping |
Certification Status
| Status | Condition | Action Required |
|---|---|---|
| Active | Expiry date is more than 30 days away | None — credential is current |
| Expiring Soon | Expiry date is within 30 days | Begin renewal process; feed card generated for Sarah |
| Expired | Expiry date has passed | Immediate action required; Critical feed card generated; may be a work stoppage risk |
Automated Expiry Alerts
Every Monday morning at 7 AM UTC, a background job scans all certifications across all employees in the organization and generates feed cards for anything expiring within 30 days or already expired:
| Alert Condition | Feed Card Content | Priority |
|---|---|---|
| Expiring in 30–14 days | "[Employee name]'s [credential type] expires in [N] days. Begin renewal." | Urgent |
| Expiring in 14–7 days | "[Employee name]'s [credential type] expires in [N] days. Immediate action needed." | Urgent |
| Expiring in <7 days or expired | "CRITICAL: [Employee name]'s [credential type] expires [date]. Work stoppage risk." | Critical |
Compliance Dashboard
Sarah can view a compliance dashboard showing the certification status of every employee at a glance — a matrix of employees vs. certification types, color-coded by status. This replaces the manual process of checking a spreadsheet or a binder before each project kick-off.
The compliance dashboard also supports filtering by:
- Certification type (show all OSHA-10 statuses across all employees)
- Status (show only "Expiring Soon" or "Expired" records)
- Employee role (show all certification statuses for field workers only)