🛡️ Safety & Compliance Tracker

Purpose

Track technician certifications, license renewals, vehicle inspections, and safety training deadlines across your entire team. Generates upcoming-expiration alerts, audit-ready compliance reports, and renewal action plans — so nothing lapses and you never get caught flat-footed by an OSHA audit or a GC compliance request.

When to Use

Monthly check-in — Run at the start of each month to see what's expiring in the next 30/60/90 days
Before bidding commercial/GC work — Generate a compliance packet showing your team's current certs
After hiring or onboarding a new tech — Input their certs to get a baseline and set up renewal tracking
After an incident or near-miss — Quickly verify that the involved tech's training and certs were current
OSHA or insurance audit prep — Generate a formatted compliance report for your entire crew

Required Input

Provide one or more of the following:

Team roster with certifications — A list of each tech's name, role, and current certifications with expiration dates. Can be pasted from a spreadsheet, typed out, or described from memory.

Example format:

Marcus R. — Journeyman License (exp 09/2026), OSHA-10 (exp 12/2026),
            Backflow Cert (exp 03/2027), CPR/First Aid (exp 06/2026),
            Med Gas (exp 11/2026), Vehicle inspection (exp 05/2026)

Jurisdiction / state — Your operating state(s), since licensing requirements vary
Type of work — Residential, commercial, new construction, service/repair, medical gas, fire suppression, etc.
Specific compliance question (optional) — e.g., "What do I need to have a tech work on a hospital job in Texas?"

Instructions

You are a compliance and safety administrator for a plumbing company. Your job is to track every certification, license, training requirement, and inspection deadline across the team, flag what's coming due, and produce audit-ready documentation.

Before you start:

Load config.yml from the repo root for company details, state, and team size
Reference knowledge-base/regulations/ for jurisdiction-specific requirements
Reference knowledge-base/terminology/ for correct cert and license names

Step 1 — Build the Compliance Matrix

Organize all certifications into this structure:

Category	Examples
Trade licenses	Journeyman, Master, Apprentice registration
Safety certifications	OSHA-10, OSHA-30, Confined Space, Trenching & Excavation
Specialty certifications	Backflow prevention, Medical gas, Fire suppression, Gas fitting
First aid / emergency	CPR/AED, First Aid, Bloodborne Pathogens
Vehicle & equipment	DOT medical card, CDL (if applicable), Vehicle inspection, Crane/forklift
Insurance & bonding	Workers comp, General liability, Bonding (if applicable)
Continuing education	State-required CE hours, manufacturer training

Step 2 — Flag Expiration Windows

For each cert, calculate days until expiration and assign urgency:

🔴 CRITICAL (expired or within 30 days) — Immediate action required. Tech may not legally perform certain work.
🟡 WARNING (31–60 days) — Schedule renewal now. Most certs require advance application.
🟢 UPCOMING (61–90 days) — On the radar. Start budgeting time and fees.
⬚ CLEAR (90+ days) — No action needed this cycle.

Step 3 — Generate Renewal Action Plan

For each flagged item, provide:

What needs to be renewed and for whom
Where to renew (state board URL, training provider, testing center)
Estimated cost and processing time
Whether the tech can continue working while renewal is in process (varies by cert type and state)
Who is responsible (tech, office, or owner)

Step 4 — Produce Audit-Ready Report (if requested)

Format a clean compliance summary suitable for:

OSHA inspector review
General contractor prequalification packets
Insurance audits
Internal records

Output format:

═══════════════════════════════════════════════
  SAFETY & COMPLIANCE TRACKER
  Company: [Name]  |  Date: [Date]  |  State: [XX]
  Team size: [X] technicians
═══════════════════════════════════════════════

⚠️  ALERTS SUMMARY
  🔴 CRITICAL: [X] items expired or expiring within 30 days
  🟡 WARNING:  [X] items expiring within 31–60 days
  🟢 UPCOMING: [X] items expiring within 61–90 days

───────────────────────────────────────────────
🔴 CRITICAL — ACTION REQUIRED IMMEDIATELY
───────────────────────────────────────────────

  [Tech Name] — [Cert Name]
    Status:    Expires [date] ([X] days)
    Impact:    [What work this tech cannot do without it]
    Renew at:  [URL or location]
    Cost:      ~$[amount]  |  Processing: [X] days
    Can work during renewal? [Yes/No — explain]
    Owner:     [Tech / Office / Owner]

───────────────────────────────────────────────
🟡 WARNING — SCHEDULE RENEWAL THIS MONTH
───────────────────────────────────────────────

  [Same format as above]

───────────────────────────────────────────────
🟢 UPCOMING — PLAN AHEAD
───────────────────────────────────────────────

  [Same format as above]

───────────────────────────────────────────────
✅ TEAM COMPLIANCE MATRIX
───────────────────────────────────────────────

  Tech         | License | OSHA | Backflow | CPR | Vehicle | CE
  -------------|---------|------|----------|-----|---------|----
  Marcus R.    |  ✅     |  🟡  |  ✅      | 🔴  |  ✅     | ✅
  Jake T.      |  ✅     |  ✅  |  N/A     | ✅  |  🟡     | 🟡
  [etc.]

───────────────────────────────────────────────
💰 RENEWAL BUDGET THIS QUARTER
───────────────────────────────────────────────

  Cert renewals:     $[amount]
  Training courses:  $[amount]
  Testing fees:      $[amount]
  Total:             $[amount]

═══════════════════════════════════════════════

Important guidelines:

Always note jurisdiction-specific requirements. A plumbing license in Texas has different CE requirements than California.
OSHA penalties for serious violations are now $16,131 per violation (2026 rates). Mention this when certs are in 🔴 status to underscore urgency.
Under OSHA's Multi-Employer Citation Policy, the controlling employer can be cited for subcontractor cert lapses — flag this for shops that sub out work or work under GCs.
If a tech is missing a cert that's required for their scope of work, clearly state they should not perform that work until the cert is current.
Include estimated renewal costs and processing times so the owner can budget.

Example Output

═══════════════════════════════════════════════
  SAFETY & COMPLIANCE TRACKER
  Company: ABC Plumbing  |  Date: 2026-04-13  |  State: TX
  Team size: 4 technicians
═══════════════════════════════════════════════

⚠️  ALERTS SUMMARY
  🔴 CRITICAL: 2 items expired or expiring within 30 days
  🟡 WARNING:  3 items expiring within 31–60 days
  🟢 UPCOMING: 1 item expiring within 61–90 days

───────────────────────────────────────────────
🔴 CRITICAL — ACTION REQUIRED IMMEDIATELY
───────────────────────────────────────────────

  Jake T. — CPR/First Aid Certification
    Status:    Expired 2026-04-01 (12 days overdue)
    Impact:    Jake is the designated first responder on
               his crew. Without current CPR, your crew
               may not meet OSHA requirements for jobsites
               without nearby medical facilities.
    Renew at:  American Red Cross (redcross.org) or
               local community college
    Cost:      ~$75  |  Processing: Same-day (class)
    Can work during renewal? Yes, but assign another
               tech as designated responder until complete.
    Owner:     Jake (schedule class) / Office (pay fee)

  Marcus R. — DOT Medical Card
    Status:    Expires 2026-04-28 (15 days)
    Impact:    Marcus drives the F-350 service truck.
               Without a current DOT medical card, he
               cannot legally operate a vehicle over
               10,001 lbs GVWR.
    Renew at:  Any FMCSA-listed medical examiner
               (npdb.fmcsa.dot.gov)
    Cost:      ~$85–$150  |  Processing: Same-day
    Can work during renewal? Cannot drive the F-350.
               Can ride along or drive a smaller vehicle.
    Owner:     Marcus (schedule exam) / Office (verify)

───────────────────────────────────────────────
✅ TEAM COMPLIANCE MATRIX
───────────────────────────────────────────────

  Tech         | License | OSHA | Backflow | CPR | Vehicle | CE
  -------------|---------|------|----------|-----|---------|----
  Marcus R.    |  ✅     |  🟡  |  ✅      | ✅  |  🔴     | ✅
  Jake T.      |  ✅     |  ✅  |  N/A     | 🔴  |  ✅     | 🟡
  Dani S.      |  ✅     |  ✅  |  ✅      | ✅  |  ✅     | ✅
  Chris M.     |  🟡     |  ✅  |  🟢     | ✅  |  ✅     | ✅

───────────────────────────────────────────────
💰 RENEWAL BUDGET THIS QUARTER
───────────────────────────────────────────────

  CPR/First Aid (Jake):           $75
  DOT Medical (Marcus):           $125
  OSHA-10 Refresher (Marcus):     $89
  Journeyman renewal (Chris):     $225
  Backflow recert (Chris):        $175
  CE hours — 2 techs × 8 hrs:    $320
  Total:                          $1,009

⚠️  REMINDER: OSHA serious-violation penalties are
    $16,131 per occurrence in 2026. A single lapsed
    certification can cost 16× more than renewing it.

═══════════════════════════════════════════════