What it is
A clearance has a shelf life. A licence, a ticket or a screening check is only valid for a set period, after which the worker can no longer legally do the work it covers. Renewing is the act of replacing the expiring credential with fresh, verified evidence and stamping a new expiry — without the worker ever dropping out of eligibility in between.
Renewing early is the whole point. If you wait until the day a ticket lapses, the worker becomes un-rosterable and you scramble. Hexis surfaces what is expiring in advance so you can start the renewal, collect the new evidence, verify it, and carry the worker straight through. The result is continuous coverage and a clean record of when each credential was refreshed.
When to use it
- A clearance is inside its expiry window and needs refreshing
- A worker has completed re-training or re-screening
- You want to renew ahead of time so eligibility never lapses
- An expired clearance needs to be brought back into currency
- You are working the expiry dashboard down to zero overdue
How it works
Step by step.
- 1
Open the expiring clearance
Start from the expiry dashboard or the worker’s record. The clearance shows its current expiry and how many days remain — negative if it has already lapsed.
- 2
Start the renewal
Choose to renew. Hexis keeps the same clearance type and authority, so you are refreshing the existing credential rather than creating a new one.
- 3
Upload the new evidence
Attach the renewed document — the new ticket, licence or screening result — with its fresh issue and expiry dates.
- 4
Verify the evidence
Confirm the new document matches the worker and is genuine, exactly as you would for any verification. Mismatches are flagged before you commit.
- 5
Set the new expiry
Hexis applies the validity period for the clearance type to set the new expiry. Save, and the clearance returns to active with a clean date ahead of it.
Worked example
Follow it through.
The scenario
Tom Okafor’s forklift ticket for Coastline Logistics expires in 18 days and he has just re-certified.
- 1 Open the expiry dashboard; Tom’s Forklift Operator ticket shows "18 days" in the expiring-soon band.
- 2 Open the clearance and choose Renew.
- 3 Upload his new ticket, issued 5 Jun with a three-year validity.
- 4 Verify it — the name and ticket number match, no flag — and record the check.
- 5 Hexis sets the new expiry to 5 Jun three years out and returns the ticket to active.
The result
Tom’s forklift ticket reads "Active — expires 5 Jun" three years on, he never left eligibility, and the Coastline shifts he was booked for stand.
Tips & notes
Good to know.
- Renew while the clearance is still active, not after it lapses — there is then no day where the worker is un-rosterable.
- The new expiry is calculated from the clearance type’s validity period, so set that correctly once and every renewal inherits it.
- If a renewal needs re-training first, the gap is visible early enough to book the course before the deadline.
- A renewed clearance keeps its history — the timeline shows the original grant and every renewal, which is exactly what an auditor wants to see.
- Clear the expiry dashboard from the most overdue first; an already-lapsed clearance is a live coverage risk, not a reminder.
When you’re done
The clearance carries a fresh, verified expiry, the worker stayed eligible throughout, and the renewal is recorded on the credential’s timeline.