Know whose certification lapses before your inspector does
Every certification is a record with a type, an issuing company and an expiry date. Aqua Mage warns the holder well ahead of that date, and Fill stops counting the card once it has passed.
Replaces the shoebox of certification cards
Certification tracking
Every certification carries a type, an issuing company and an expiry date. Reminders go out well before it lapses, and the scheduler stops offering shifts the person is no longer qualified for.
- Reminders
- Ninety, sixty, thirty and seven days before expiry, and once more after it lapses.
- Delivery
- Each threshold sends once per certification, so a missed nightly run catches up without sending the same warning twice.
- Enforcement
- Fill will not place anyone on a shift whose position needs a certification that has lapsed by that shift's date — the warning is not the only consequence.
- Reach
- Reminders go to the certification holder. Managers see expiries on the certification list and in the expiration report.
From setup to the day itself
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Record the card
A manager enters it, or the guard uploads their own with a scan of the card: type, issuing company, issue and expiry dates, and the certificate number.
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Review what staff upload
A card a guard submits waits as pending until a manager has looked at the scan and approved it.
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Reminders go out on their own
A nightly check warns the holder at 90, 60, 30 and 7 days before expiry, and once more after it lapses.
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Managers see what is coming
The expiration report lists every certification expiring in the next 90 days, or a window you choose.
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Fill enforces it
A position lists the certifications it needs. Fill only places a guard there while an approved card covers the shift's date.
What it catches without being asked
The reminder nobody would have sent
Warnings go to the person who holds the certification, so a renewal does not depend on a manager remembering to chase it.
A missed night
Each warning is logged per card. If a nightly run is missed, the next one sends the warning the card has now reached — once, not a backlog of every one it skipped.
A renewal waiting for review
The approved card keeps qualifying the guard while the replacement they uploaded waits for a manager, so a renewal uploaded before the old card expires does not open a gap in the roster.
What New York asks for
Supervision staff qualifications
Supervision staff hold current certification in aquatic injury prevention and emergency response, issued by the American Red Cross or another certifying agency accepted by the State Commissioner of Health. A certification that has quietly lapsed is a supervision gap.
In Aqua Mage: Aqua Mage keeps each guard's certifications and their expiry dates on record, and warns the holder before one lapses.
Plain-language summary of published regulations, not legal advice. Requirements vary by facility class and are enforced by your county health department — confirm current obligations with your permit-issuing official. What New York actually requires →
Related features
Who runs it this way
01 Which certifications can it track?
02 Who gets the expiry reminders?
03 Can guards upload their own cards?
04 What happens when a certification expires?
05 Does it issue certificates for the courses we teach?
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