What you need to know
Your current document stays In Date right up to its expiry date. Uploading a renewal does not change this.
Your renewal document sits alongside it, labelled Upcoming, while it is reviewed.
Your compliance status and bookability are completely unaffected during this period.
Once your current credential expires and if your renewal has been validated, it activates automatically, there is nothing more you need to do.
If your renewal is rejected, your current credential stays In Date. However, you will need to upload a new renewal version. Your access to booking and applying for shifts is not affected unless your current credential reaches its expiry date without an approved replacement in place. In this case, your status changes to Awaiting Credentials.
Upload your renewals as early as you can, the more time there is for review before your current credential expires, the better the process.
Note: this applies to most mandatory credential types. DBS and Identity Verification documents are not included. These credential types cannot have multiple versions.
What happens at each stage
Stage 1 — In Date credential: Your current credential is at the top of the list, labelled In Date. This is the one counting towards your compliance status. Nothing to do.
Stage 2 — You upload a renewal document: Your active credential stays exactly where it is. Your renewal appears below it, labelled Upcoming, while it is reviewed. Uploading a renewal document will not trigger a compliance status change. You will remain fully bookable throughout the revalidation process.
Stage 3 — Approaching expiry: As your current credential gets close to its expiry date, an Expiring Soon tag appears alongside the In Date label. If you have already uploaded a renewal, you will also see it labelled Upcoming. If you have not uploaded a renewal yet, this is your prompt to do it now.
Stage 4 — Current credential expires:
If your renewal has been validated: it activates automatically. Your previous credential moves to the bottom of the list in read-only format.
If your renewal has not yet been validated: your compliance status will be downgraded to Awaiting Credentials, and you will not be able to make a booking.
If your renewal was rejected: your current credential will have expired without a valid replacement. Your status will be affected. Upload a new version as soon as possible.
Stage 5 — How many credentials you will see: Up to max 4 at once across the different credential types: your active credential, your upcoming renewal (if one exists), and the 2 most recently expired.
Screenshot above is an example of what you will see when uploading renewal documents. This is for illustrative purposes to highlight the different labels and show you how they will appear.
When your status will be affected
Your compliance status will only change in two situations:
Your renewal is not verified before your current credential expires, your status moves to Pending Verification.
There is a gap of one or more days between the expiry of your current credential and the start date of your new one, in this scenario your status moves to Awaiting Credentials.
Both of these are avoidable. We recommend uploading early and making sure your new credential document’s start date follows directly from your current one's expiry.
FAQs
FAQs
Q: I uploaded my renewal and my current credential is still showing as In Date. Is that right?
A: Yes, that is exactly how it should work. Your current credential stays In Date until it expires naturally. Your renewal is visible below it, labelled Upcoming.
Q: What does Upcoming mean?
A: Your renewal has been received and is awaiting review and revalidation. Your current credential is still In Date and you are still fully bookable.
Q: When will my renewal become active?
A: When your current credential reaches its expiry date (provided your renewal has been validated by then). It activates automatically. You do not need to do anything.
Q: My renewal was rejected. What happens now?
A: Your current credential stays In Date as long as it has not expired. Upload a new version as soon as possible and it will appear as a fresh Upcoming item for review. If your current credential has already expired, your status will change to “Awaiting Credentials” and you will need a validated replacement in place to restore access.
Q: Why can I not upload a renewal for my DBS or identity document?
A: DBS and identity documents work differently and are not currently part of this update. Those credential types cannot have multiple versions at this time.
Q: Why can I only see 4 credentials?
A: This is by design. You will see a maximum of 4 documents: In Date, Upcoming, and the 2 most recently expired. Older records are retained in the system for audit purposes.
Q: Will I still get expiry reminder emails?
A: Only if your renewal has not been verified yet. Once a verified replacement is in place, expiry reminders for that credential are suppressed.