Kipu Health Automated Staff Credential Expiry Tracker
Every Monday, WebRun scans staff credential records in Kipu Health for licenses and certifications expiring in the next 60 days, updates a renewal tracker in Google Sheets, and drafts a renewal reminder email for each staff member for HR review, so no credential lapses and no audit is triggered by an expired license.
How do I automatically track staff license and certification expiry dates at my addiction treatment center?
WebRun scans staff credential records in Kipu Health each Monday, flags every license or certification expiring within 60 days, and updates a color-coded renewal tracker in Google Sheets. It drafts renewal reminder emails for HR to review and send, so no clinician works on a lapsed credential and no audit is triggered by an overlooked expiry.
- Credential lapses caught 60 days before expiry, not after an audit
- HR sees a color-coded urgency tracker every Monday without pulling records
- No renewal email sent to staff without HR review
Built for addiction treatment HR managers · behavioral health compliance officers · clinical operations directors · residential treatment centers
What does WebRun do on every run?
The exact actions WebRun takes, in order - in plain language, so you can adjust anything.
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WebRun signs in and gets to work
Opens
app.kipuhealth.comin a real browser with your saved login - no setup, no API keys. -
1
Kipu Health - scan staff credential expiry dates
kipuhealth.com
WebRun opens Kipu Health to scan staff credential expiry dates. - Open the Kipu Health staff records or credentialing section
- For each active staff member, read license type, license number, expiry date, and state
- Flag any credential expiring within 60 days
- Also flag any credential already expired as critical
Done when Every credential expiring within 60 days is listed with the staff member, credential type, and expiry date.
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2
Google Sheets - update credential renewal tracker
google.com
WebRun opens Google Sheets to update credential renewal tracker. - Open the Staff Credential Renewal Tracker in Google Sheets
- Update each staff row with current expiry dates and days remaining
- Color-code rows by urgency: red for under 30 days, yellow for 31 to 60 days
- Mark any already-expired credential as critical
Done when The Google Sheets tracker reflects current credential status for all active staff with urgency flags.
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3
Gmail - draft renewal reminders for HR review
gmail.com
WebRun opens Gmail to draft renewal reminders for HR review. - Draft a renewal reminder email for each staff member with an expiring credential
- Include the credential type, expiry date, and renewal steps specific to their license board
- Leave all draft emails unsent - HR must review and approve each one before it is sent to a staff member
Done when Renewal reminder drafts are in Gmail awaiting HR review - none sent automatically.
How is each run configured?
Secure by default
Connect once, stays signed in
WebRun signs in once and keeps each session in a persistent environment, so every run picks up right where it left off.
Every action is checked against this policy before it runs.
Questions, answered
Will it email staff members automatically about their credentials?
No. WebRun drafts renewal reminder emails and holds them in Gmail for HR review. No email is sent to a staff member until HR approves and dispatches it, giving your team control over the communication.
What credential types does it track?
It tracks any credential type stored in your Kipu Health staff records, including CADC, LCDC, LCSW, LPC, RN, MD, and CPR certifications. The types it monitors can be configured to match your state's requirements.
What happens if a credential is already expired?
Any expired credential is flagged as critical in Google Sheets and listed at the top of the weekly digest so HR can address it immediately, as an expired license on an active clinician is a compliance and payer credentialing risk.
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