Keep every staff file complete, current, and ready when someone asks
Personnel Ledger tracks licenses, certifications, training, background checks and exclusion screening for everyone on your staff. It emails people before anything lapses, and prints any person's complete file in one step.
- 45-day free trial at launch
- No credit card to start
- Unlimited staff and users
- No per-person fees, ever
Everything a staff file needs
Staff files
Licenses, certifications and documents for every person, employees, per diem and contractors alike, with up to 30 custom fields.
Requirements
What each role needs, each with its own renewal rule and status. Our free personnel file checklist lists them by role.
Training hours
Sessions with topic and hours, counted against each person's yearly target, such as annual safety or compliance training.
Screening
Background checks, and a dated exclusion check for every person each month.
Reminders and digest
Email to staff before items expire, and one weekly email to each manager with what needs attention on their team.
Personnel file and binder
One person's file, or a binder for a list, ready to print. Not-required and exempt items show too, so nothing goes missing quietly.
Set it up once, then let the reminders run
Add your people and their roles
Type them in or import a spreadsheet. Each person gets a role, a hire date and an employment type: employee, per diem or contractor.
Set what each role needs
Pick a renewal rule for each requirement: it expires on the date printed on it, it repeats every so many months, it counts hours over a period, or it happens once.
Keep up from the digest
People are emailed before their items expire, and managers see what is due for their team in one weekly email.
Nothing expires quietly
The staff member hears first, by email, before the date. At the steps you choose, their supervisor and then HR are copied, each with one summary a day.
- Steps you set: by default the person at 30 days, their supervisor at 14, HR at 7
- Supervisors and HR get one daily summary, not a pile of emails
- A weekly digest on the day and hour you choose
- Email only: staff need no login and no app
A complete personnel file whenever someone asks
When an auditor, an inspector or a client asks for a file, print one person's complete file, or a binder for a list of staff, in one step.
- Print one person's file, or a binder for the people they pick
- Every requirement with its status, its dates and its source
- Exempt items say why, so nothing looks missing
- Under your organization's name and logo
Set what each role needs, once
Start from the starter set or add your own. Each requirement knows who it applies to, how it renews and what proves it.
- Applies to the roles you choose, or to everyone
- Renewal rules for real life: expires on the card, repeats yearly, happens once, counts hours per period, or a monthly check
- Due a set number of days after hire for new staff
- When someone does not need an item, mark them exempt and say why
See everything coming due across your staff
One report shows every license and certification that is overdue, missing or due soon, for everyone or just one team. Send it to HR as a spreadsheet, or print it for an audit.
- Overdue, missing and due-soon items in one report, for the window you pick
- Filter by job role, department or supervisor, and save the view for your team
- Download a CSV for HR or payroll, or print a PDF for an audit
- Exempt and not-required items are counted too, so the totals add up
Priced for the organization, never per person
One price covers your whole staff and everyone who manages their files. Adding people never changes the bill.
One plan. Everything included.
Unlimited staff, unlimited users, every feature.
Save $70/yr with annual billing.
Launch price, locked in when you subscribe by December 31, 2026.
Standard price: $59.99/mo or $599/yr.
- Unlimited staff and unlimited users
- Staff files with licenses, certifications and documents
- Requirements by role, each with its own renewal rule
- Training and in-service hours against yearly targets
- Background check records and a monthly exclusion log
- Email reminders to staff, a weekly digest for managers
- Printable personnel files and audit binders
- CSV import and export of everything, any time
Starts with a free 45-day trial
Start free trialNo credit card to start. No setup fees. After the free 45-day trial, paid plans renew automatically until you cancel. Cancel anytime. A lapsed account stays read-only for 12 months, with at least 30 days' email notice before it is deleted.
Questions about pricing? Get in touch and we will reply during business hours.
Start your free 45-day trial. Use the whole product. No credit card.
Long enough to add your staff, set what each role needs and see what is due. If the trial lapses, your account goes read-only for 12 months, and we email you before anything is deleted.
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Personnel Ledger opens to new organizations soon
We are finishing the last details before accounts open. Tell us about your organization and we will reach out the day it opens, or set up a walkthrough before then.
Questions, answered
What does Personnel Ledger track?
Licenses and certifications with their expiration dates, training and in-service hours, competency evaluations, orientation, criminal background checks, monthly exclusion screening, and the documents behind each one, for every person on your staff. Each requirement has its own renewal rule and applies to the roles you choose.
Is it only for hospices?
No. Hospice is the first sector with its own setup, so hospice accounts get starter roles and requirement guidance with the federal citations behind it. Any organization that tracks staff licenses and certifications, including home health agencies, clinics, therapy practices and staffing agencies, can use the general setup, which uses plain workplace language and leaves the hospice rules out.
Can different roles have different requirements?
Yes. Each requirement applies to the roles you choose, so a nurse, a driver and an office manager each see only what their role needs. A person who does not need an item shows it as exempt, with the reason, rather than missing.
Can we track contractors and per-diem staff?
Yes. Each person carries an employment type, so employees, per-diem staff and contractors sit in one list with the requirements that apply to them.
Who gets reminders, and how?
By email. Staff members get an email before something they hold expires, and at the steps you choose their supervisor and HR get one summary a day. Managers also get one weekly email that lists what is due or overdue for the people they oversee. The people you track do not need their own login to receive reminders.
Does Personnel Ledger run background or exclusion checks?
No. You run each check with your screening vendor or on the government site, and Personnel Ledger records the date, the result and who did it, so the evidence is in the file when someone asks for it.
Does it replace our HR or payroll system?
No. Payroll, benefits and hiring stay where they are. Personnel Ledger is the credential and compliance file that sits beside them.
Can we print a file for an auditor, a surveyor or a client?
Yes. Print any person's complete file, or a binder for a list of people, with each requirement, its status and its dates under your organization's name and logo.
Does it store patient or client information?
No. Personnel Ledger holds staff records only. There are no patient or client fields, so care records stay in the systems built for them. It is not designed to hold patient information, and we do not sign business associate agreements for it. See how staff records are protected on our security page.
Will it guarantee we pass a survey or an audit?
No software can promise that. Personnel Ledger tracks what each person needs, shows what is missing or overdue, and keeps the evidence together and ready to print. Deciding what your state, your accreditor and your own policies require is still your organization's call, and the built-in guidance shows the source of each rule to help.
Is there a per-person or per-user fee?
No. One plan covers unlimited staff and unlimited users, with roles that control who can change records and who can only view them. The price does not change as your staff grows.
What happens when the free trial ends?
Subscribe to keep working in your account. If you don't, it becomes read-only: your records stay there to view and export for 12 months. After that the account and its records are deleted, and every administrator gets an email at least 30 days before, so you can export your records or subscribe again first.