What is licence expiry tracking software?

Licence expiry tracking software helps businesses monitor employee certifications, licences, and qualifications that have expiry dates. It sends automatic alerts before documents expire, stores digital copies, and in some cases prevents non-compliant staff from being rostered. This is critical for industries like hospitality (RSA, food safety), healthcare (first aid, nursing registration), and security (guard licences).

What certificates and licences can be tracked?

Most platforms can track any document with an expiry date, including: RSA (Responsible Service of Alcohol), RCG (Responsible Conduct of Gambling), Food Safety certificates, First Aid certificates, Working with Children Checks, Security licences, Forklift licences, White cards, Professional registrations (nursing, teaching), and company-specific training certifications.

Why is licence tracking important for Australian businesses?

Australian businesses face significant penalties for operating with staff who have expired licences. For example, serving alcohol with expired RSA staff can result in fines up to $11,000 per offence in NSW. Licence tracking software automates compliance, reduces manual admin, and protects businesses from costly penalties and reputational damage.

What features should I look for in licence tracking software?

Key features include: automatic expiry alerts (email/SMS notifications before certificates lapse), document storage (digital copies attached to employee profiles), rostering integration (preventing scheduling of non-compliant staff), reporting (compliance dashboards showing upcoming expiries), and mobile access (staff can upload renewals from their phone).

Does licence tracking integrate with rostering software?

Some platforms like RosterElf integrate licence tracking directly with rostering — automatically blocking staff with expired certificates from being scheduled for relevant shifts. Others require manual processes to check compliance before rostering. Integration is particularly valuable for hospitality and healthcare where compliance is shift-critical.

How do I migrate existing certificate records?

Most platforms support bulk CSV imports for employee data including certificate expiry dates. You can also manually upload scanned copies of certificates. Start by exporting your current records, mapping the data to the new platform format, and uploading. Platforms like RosterElf offer onboarding support to help with migration.

Can staff upload their own certificate renewals?

Yes, most modern platforms allow employees to upload certificate renewals via mobile app or web portal. Managers then review and approve the uploads. This reduces admin burden and ensures staff take ownership of keeping their qualifications current.

BUYING GUIDE

Best licence expiry tracking software Australia 2026

We tested the top platforms for tracking employee certificates, licences, and qualifications. Here's how they compare for Australian compliance.

Last updated: January 2026 · Based on hands-on testing and verified user reviews

Top 3 licence tracking software for australian businesses

Our top picks based on business size and compliance needs

BEST FOR SMES

RosterElf

Built-in certificate tracking with automatic expiry alerts and rostering integration. Best for hospitality, healthcare, and security.

View details

BEST FOR ENTERPRISE

Deputy

Document storage with employee profiles. Basic tracking requires manual processes or third-party HR integrations.

View details

BEST BUDGET OPTION

Connecteam

Document expiry tracking with onboarding packs. Affordable but no pre-built templates or rostering integration.

View details

METHODOLOGY

How we tested licence tracking software

We tested each platform by setting up certificate types, configuring expiry alerts, uploading documents, and evaluating rostering integration. We focused on Australian compliance requirements.

30%

Alerts

Automatic expiry notifications

25%

Integration

Rostering compliance blocks

20%

Ease of use

Setup and daily management

15%

Templates

Pre-built certificate types

10%

Value

Pricing for features

Best licence tracking software compared

Top pick for Australian businesses

RosterElf

Best for Australian SMEs

Built-in certificate and licence tracking with automatic expiry alerts. Integrates with rostering to prevent non-compliant staff from being scheduled. Ideal for hospitality (RSA, food safety), healthcare (first aid), and security industries.

9.0 /10

Starting at

$6/user

Expiry alerts

Automatic

Roster blocks

Yes

Free trial

15 days

Strengths

Automatic expiry alerts before certificates lapse
Blocks scheduling of staff with expired licences
Centralised document storage with employee profiles
RSA, food safety, first aid templates included
Integrates with rostering and time tracking

Limitations

Less suited for 500+ employee enterprises
Fewer third-party integrations than Deputy

Start free trial See customer reviews

7.5/10

Best for large enterprises

Basic document storage and onboarding workflows. Employee profiles can store certificates, but expiry tracking and compliance alerts require manual processes or third-party integrations.

From $9.75/user/month + add-ons

Xero: 4.0/5 (143 reviews)

Pros

Centralised employee records
Document storage in profiles
Onboarding workflows available

Cons

Minimal built-in compliance tooling
No automatic expiry alerts
Requires manual tracking processes

Read review Compare

7.0/10

Best budget option

Document expiry tracking with onboarding packs feature. Configurable validity periods for certificates and licences. No pre-built templates — businesses must create their own documentation.

From $35/month (up to 30 users)

Xero: 4.7/5 (50 reviews)

Pros

Document expiry tracking included
Onboarding packs by role/group
Mobile app for document uploads

Cons

No pre-built certificate templates
Requires external HR help for setup
No rostering integration for compliance

Read review

6.2/10

HR platform with document tracking

Full-suite HR platform with document management. Stores employee certificates and qualifications in centralised profiles, though dedicated expiry alerting is less robust than specialized platforms.

From $9/user/month (HR Standard)

Xero: 3.4/5 (15 reviews)

Pros

Centralised employee document storage
HR and payroll integration
Australian compliance focus

Cons

No automatic expiry alerts
Document tracking secondary to HR
Requires manual compliance checks

Read review Compare

Which licence tracking software is right for you?

Our recommendations based on your business type

Recommended

RosterElf

Best for Australian SMEs

Best for hospitality, healthcare, and security. Automatic expiry alerts plus rostering integration that blocks non-compliant staff from being scheduled.

5-200 staff View details

Deputy

Best for large enterprises

Better for large enterprises with existing HR systems. Document storage available but requires manual tracking or third-party integrations for alerts.

200+ staff View details

Connecteam

Best budget option

Affordable document expiry tracking with onboarding packs. Best when budget is priority and you can create your own certificate templates.

Budget-first View details

View detailed comparisons

Our review methodology

Learn how we evaluate workforce management platforms through hands-on testing and verified user feedback.

FAQ

Licence tracking software FAQs

Common questions about choosing licence expiry tracking software in Australia

Licence expiry tracking software helps businesses monitor employee certifications, licences, and qualifications that have expiry dates. It sends automatic alerts before documents expire, stores digital copies, and in some cases prevents non-compliant staff from being rostered. This is critical for industries like hospitality (RSA, food safety), healthcare (first aid, nursing registration), and security (guard licences).
Most platforms can track any document with an expiry date, including: RSA (Responsible Service of Alcohol), RCG (Responsible Conduct of Gambling), Food Safety certificates, First Aid certificates, Working with Children Checks, Security licences, Forklift licences, White cards, Professional registrations (nursing, teaching), and company-specific training certifications.
Australian businesses face significant penalties for operating with staff who have expired licences. For example, serving alcohol with expired RSA staff can result in fines up to $11,000 per offence in NSW. Licence tracking software automates compliance, reduces manual admin, and protects businesses from costly penalties and reputational damage.

Ready to automate licence tracking?

Join 30,000+ Australian businesses using RosterElf to track certificates, prevent compliance breaches, and simplify staff management.

Start free trial Book a demo

4.8 stars by 1,570 users

• 100+ countries • 30,000+ users