# How to Track SIA Badge Expiry

Canonical: https://paddl-ai.co/how-to/how-to-track-sia-badge-expiry

Step-by-step guide to tracking SIA door supervisor badge expiries: alert windows, renewal coordination, and shift assignment controls.

Time: PT30M

SIA Door Supervisor licences are valid for three years. Across a venue with 10 to 30 door supervisors (mix of contracted and casual), badge expiries are constant. A door supervisor working a shift on an expired badge is a criminal offence and a licensing review trigger. Tracking expiries with automated alerts and shift assignment controls eliminates the risk.

## Steps

1. **Build a profile per door supervisor** Capture each door supervisor's name, SIA badge number, expiry date, ACS provider, body cam ID, and contact details. Use a digital contractor system rather than a spreadsheet.
2. **Set automated expiry alerts** Configure alerts at 90 days, 60 days, and 30 days before expiry. The 90-day alert prompts conversation; the 60-day alert prompts booking the renewal; the 30-day alert is the final escalation.
3. **Coordinate renewal with the door supervisor** SIA renewals require the holder to retake the qualification (or top-up training where eligible) and reapply. The full renewal cycle takes 6 to 8 weeks. Start at 60 days minimum to avoid lapse.
4. **Block shift assignment to expired badges** Where the system supports it, block shift assignment to any door supervisor whose badge expires before the shift end time. Without automated controls, scheduling errors will eventually put an expired badge on shift.
5. **Verify on every engagement** Even with tracked expiries, verify the physical badge against the SIA public register at every shift start. The register is the authoritative source.
6. **Keep the audit trail** Retain expiry alerts, renewal communications, and verification records. At licensing review or police follow-up, you need to demonstrate that expiry tracking was active and effective.

## Tips

- Renewals can take 6 to 8 weeks. Start at 60 days minimum.
- If the door supervisor is engaged through an ACS provider, the provider may handle renewals. Confirm in writing.
- For casual staff with one-off engagements, expiry checks happen at every shift via the self-fill link.

## Common mistakes

- **Tracking expiries in a spreadsheet** Spreadsheets get stale and lack automated alerts. Use a system that pushes alerts and blocks shift assignment.
- **Renewing 30 days before expiry** Renewals can take 6 to 8 weeks. Start at 60 days minimum to avoid the door supervisor lapsing.
- **Verifying only at onboarding, never afterwards** Badges can be revoked between onboarding and expiry. Verify against the SIA register at every shift.

## Questions

**How long does an SIA renewal take?**

Typically 6 to 8 weeks from qualification renewal to new badge issued. Plan accordingly to avoid lapse.

**Can a door supervisor work while their renewal is in progress?**

Only until their existing badge expires. After expiry, they cannot lawfully work as a door supervisor until the new badge is issued.

**What if a door supervisor has been doing top-up training only?**

Top-up training shortcuts the renewal qualification but the renewal application still goes through the SIA. Standard processing times apply.