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AI agent for restaurant managers

Food Handler Certification Expiry Agent

Keep every employee's required certificates valid and filed before any inspection.

ComplianceMonitoringOperationsHospitality and eventsManagement
See how it worksGet access
Food Handler Certification Expiry Agent: what goes in, what the agent does and what you get

What it does

A health inspector asks for the food handler card of a cook and it expired two months ago. The agent keeps a record of every employee's food handler, allergen and any alcohol service certificates, with issue and expiry dates and a copy of the proof. It warns each person and the manager at 60, 30 and 7 days before expiry, and offers booking options for renewals. After the renewal it checks that new proof has been filed with the right dates and name, and updates the record. When the schedule is built, it blocks suggestions that place a person with an expired certificate on a station that requires one. Edge case: a certificate from another region that is not valid locally. The manager approves any schedule override.

How it works

Follow the arrows from top to bottom. The orange dashed arrow is the loop: when a check fails, the agent goes back and tries again.

Start and resultWhat it doesA check on its own workWaits for your OKGoes back and retries
Yes, continueApprovedYes, continueNoNo 1 STARTS WHEN Daily expiry check 2 USES A TOOL Read certificate records and expiry dates 3 DOES List certificates expiring in 60, 30 and 7 days 4 USES A TOOL Send warnings to the employee and the manager withrenewal options 5 USES A TOOL Check the schedule draft for people on stationsneeding a certificate 6 CHECKS THE RESULT Is every scheduled person certified for theirstation? If not: propose a replacement who is certified and blockthe unqualified shift. Back to step 4. 7 YOU APPROVE Manager approves any schedule override 8 USES A TOOL After renewal, read the new proof file 9 CHECKS THE RESULT Does the proof show the right name, type and dates? If not: ask the employee for a correct copy. Back tostep 8. 10 DOES Update the record and clear the warning 11 RESULT Certificate status report
Read the steps as a list
  1. Daily expiry check
  2. Read certificate records and expiry dates
  3. List certificates expiring in 60, 30 and 7 days
  4. Send warnings to the employee and the manager with renewal options
  5. Check the schedule draft for people on stations needing a certificate
  6. Is every scheduled person certified for their station?If not: propose a replacement who is certified and block the unqualified shift. Back to step 4.
  7. Manager approves any schedule overrideThe agent waits here for your OK.
  8. After renewal, read the new proof file
  9. Does the proof show the right name, type and dates?If not: ask the employee for a correct copy. Back to step 8.
  10. Update the record and clear the warning
  11. Certificate status report

How it decides

A certificate is valid when its date has not passed and a proof file exists. Station rules say which roles need which certificate.

  • Warn at 60, 30 and 7 days before expiry
  • Treat a missing proof file as invalid
  • Block scheduling suggestions for expired certificates
  • Accept only certificates valid for the local authority

Make it yours

Every agent is a starting point. You choose these settings for your own situation.

  • Warning timing (default 60, 30, 7 days)
  • Certificate types
  • Stations that need them
  • Proof storage
  • Who gets warnings

What keeps you in control

It always asks you first

  • Manager approves schedule overrides
  • Manager approves paying for renewal courses

Hard limits

  • Never schedule an expired person without approval
  • Do not store more personal data than needed

It stops when

  • Done: all certificates valid and filed
  • Stop: a certificate type is not recognized locally, ask the manager

Set it up

We guide you through the set-up, step by step

Members get the full set-up guide for this agent. No technical skills needed: you copy, paste and upload.

10 minto set it up in your AI
5 AIsChatGPT, Claude, Copilot, Gemini, Grok
  • One set of instructions to paste into your AI, with the clicks for ChatGPT, Claude, Microsoft 365 Copilot, Gemini and Grok
  • The agent then walks you through connecting your own data, one source at a time
  • A downloadable copy with the flow chart, the rules and the full guide
Get access to this agent

An example run

What happensThe register lists 28 staff. On Monday, 3 certificates expire within 30 days and one cook's expired 5 days ago. The agent warns them and blocks the cook from Saturday's grill shift. It proposes another cook. The manager approves the swap. Two days later the cook's new card is filed, but the scan shows an old date, so the agent asks for a better copy.

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