Staff credentials
FCR keeps an employee credential file for each staff member — background checks, licenses, certifications, training, and the other documents your agency has to keep current for audits. It tracks each credential's details, the uploaded document, and whether it's current or coming due.
You can upload and update your own credentials while they're still unverified. Supervisors, practice managers, and admins can add, edit, and verify any staff member's credentials. Verifying is a leadership step — you can't verify your own.
What's tracked
Each staff member has a set of required credential types — for example background check, CPS history check, drug screen, TB test, degree, professional license, CPR, annual training, driver's license, and auto insurance. For each one, FCR stores the dates, the uploaded document, who verified it, and a status (current, expiring soon, expired, or pending).
Practice managers can adjust which credential types your agency requires and how often each needs renewing, so the file matches your agency's standards.
Uploading your own credential
- Open your credentials (from your staff record).
- Choose the credential type and enter its details (dates, and so on).
- Upload a photo or scan of the document and save.
Your upload then waits for a supervisor or practice manager to verify it. Once it's verified, changes are made by leadership rather than edited directly.
Verifying
A supervisor, practice manager, or admin confirms the document and marks it verified. Verifying is a leadership step — nobody verifies their own.
Once a credential is verified, its document is fixed — no one can replace it in place, not even a practice manager. That's deliberate: it's the document someone signed off on, and quietly overwriting it would leave the sign-off attached to a file nobody reviewed.
When a newer document arrives, start a renewal instead (below). The verified document stays on the record and the new one begins its own entry.
Before verification there's no such restriction — if the wrong page got scanned, upload the right one over it.
Renewing a credential
When a background check is re-run or a license is renewed, you don't edit the existing record — you start a new one.
- Open the credential and choose Start renewal.
- Confirm. The current record moves to history with its document intact, and a new current record is created from the dates and details you entered.
- Upload the new document. This is a separate step, after the renewal is started — the record exists first, then you attach its document to it.
Renewals are a leadership action — a supervisor, practice manager, or admin starts them. If your own credential needs renewing, ask a supervisor.
Nothing is thrown away. The record you renewed stays in the file with its dates, its document, and who verified it.
The credential's history
Open any credential and you'll see what's on file now at the top — the period it covers, its status, the issuing authority and number, its document, and who uploaded and verified it. Underneath, Previous lists everything it replaced, most recent first, each with the same details and its own document.
This is the file an auditor asks for: not just the certificate that's current today, but the run of them — and the ability to answer "was this person covered in March of last year?"
Dates that aren't known are said to be unknown, never guessed. A record with no issue date reads Start unknown; one with no expiration and nothing after it reads no end date. An invented date on a compliance record is worse than an honest blank.
If one credential ended before the next began, FCR shows the gap between the two entries with its length — "105 days with no credential on file." A lapse is a true fact about your agency's record, so the file states it rather than smoothing it over. Where a date is unknown, no gap is shown at all — an unknown isn't a zero.
A credential only has history once it's been renewed at least once, so most will show nothing here at first and fill in over time.
Removing a credential record
Leadership can remove a credential record. It disappears from the credential list and stops counting toward that person's compliance.
The document is kept. Removing hides the record; it doesn't destroy the file behind it — the document is usually the evidence, and tidying up a list shouldn't be able to erase it.
If a newer document has arrived, start a renewal instead. That keeps the earlier record visible in the history, where an auditor can find it.
Expiration reminders
FCR checks credentials daily and sends reminders as they approach expiration and when they lapse. The owner is reminded to renew, and their supervisor and practice managers are kept in the loop so nothing quietly falls out of compliance. These also show up in your Tasks as items needing attention.
A note on document storage
Credential documents are stored securely and kept separate from case records, and access to them is restricted to the staff member and their leadership. Changes to the file — uploads, verifications, renewals, and removals — are recorded along with who made them and when.
Shadowing log
In the same credentials section, each staff member has a shadowing log — a running record that they completed shadowing. It sits next to the credential file but it isn't a credential: there's no expiry, no document upload, and nothing to verify. Each entry is a date, a start and end time, the service the person shadowed for, and an optional comment — plus who recorded it and when.
A supervisor, practice manager, or admin records shadowing entries for a staff member (any of them — it doesn't have to be that person's own supervisor). Staff can view their own shadowing log on their profile, but they can't add to it — someone signs off that the shadowing happened, and that someone isn't the person being shadowed.
You'll see it two ways: a peek card ("Shadowing log · N entries" with the latest few and a View all) in the credentials section, and a full page that lists every entry with filters by service and date range.
A shadowing entry is permanent — there's no edit and no delete. If something needs correcting, add a new entry and note the correction in its comment. That running record is the audit trail. (The screen says this right where you add an entry, so no one goes hunting for an edit button.)
The service you choose when adding an entry is limited to the services your agency actually delivers, not the whole service list.
Frequently asked questions
I recorded a shadowing entry with the wrong date — how do I fix it? You can't edit or delete an entry; that's by design. Add a new entry with the right details and note the correction in its comment — the log keeps both, which is what makes it a reliable record.
Can a staff member add their own shadowing entry? No. Staff can view their own shadowing log, but only a supervisor, practice manager, or admin records entries — the recorder is signing off that the shadowing took place.
Can I update a credential after it's been verified? Details like the dates or notes can still be corrected by a supervisor or practice manager. The document itself can't be replaced once verified — by anyone, including a practice manager. A newer document means starting a renewal, which keeps the verified one on the record. Before verification you can edit your own upload freely.
My license is about to expire — what happens? You'll get a reminder as it nears expiration, and again if it lapses; your supervisor and practice managers are notified too. Ask a supervisor to start a renewal, then upload the new document — the expiring record moves to history and the new one becomes current.
A credential was renewed. Can I still get to the old document? Yes. Open the credential and look under Previous — every earlier record keeps its own document, and you download it exactly the way you download the current one.
The history shows a gap. Is that a mistake? Not by itself. It's telling you there was a stretch with no credential on file, and how long it was. If the dates on either record are wrong, correct them and the gap recalculates. If they're right, the gap is real and worth knowing about.
The history looks out of order — an older record is above a newer one. FCR orders history by which record replaced which, not purely by date. When an older-dated record sits above a newer one, it usually means a document was entered with a back-dated issue date. It's worth checking the dates on those two records.
Who can see my uploaded documents? You and your agency's leadership (supervisors, practice managers, admins). Credential documents are kept separate from case files.
Need help with something this guide didn't cover? Contact support and we'll walk you through it.