Renewal tracking for senior living
Keep every community licensed, inspected and staffed
RenewalTracker helps senior living and long-term care operators track facility licenses, staff certifications, inspections, food service permits and vendor contracts in one dashboard, with automatic email reminders. You can also manage virtually any other business item with a renewal or expiration date.
- No credit card required
- Live in under 60 minutes
- Built for lean compliance teams
| Item | Group | Due | Status |
|---|---|---|---|
| Business License — Store 123 | East Region | Overdue 2 days | Open |
| Microsoft 365 E3 (48 seats) | IT | Due in 6 days | Remitted |
| Contractor License — TX | Field Ops | Due in 12 days | Open |
| Health Permit — Store 210 | West Region | Due in 24 days | Open |
| E&O Policy — Professional Liability | Finance | Due in 41 days | On hold |
RenewalTracker · Item Notification
3 renewals need your attention
- Business License — Store 123Overdue
- Microsoft 365 E36 days
- Contractor License — TX12 days
Trusted for 19+ years by teams managing renewals across organizations in every industry
The problem
Every community carries its own licenses, inspections and staff credentials.
- A facility license renewal depended on one administrator's calendar
- Staff certifications and required training expired between reviews
- Fire, elevator and kitchen inspections are tracked differently at each community
- Pharmacy, therapy and food service contracts renewed automatically
- Head office can't easily see what is due across every community
Staff turnover makes it easy for renewal knowledge to disappear. A missed license, inspection or credential can affect staffing and regulatory standing.
The solution
One view across every community. RenewalTracker keeps licenses, credentials, inspections and contracts in one place, and reminds each owner in time.
Track facility licenses
Licenses and certifications for each community and level of care, organized by location.
Keep staff credentials current
Nursing licenses, aide certifications, medication training and other required credentials, tracked per person.
Stay ready for inspections
Fire, elevator, kitchen and other inspections tracked with their documents and due dates.
Manage vendor contracts
Pharmacy, therapy, food service and maintenance agreements tracked before they renew.
How it works
Add your licenses, credentials and contracts
Import what you already track from a spreadsheet, or add items by hand. There is no IT project.
Set your reminder windows
Choose who's notified and how far in advance, down to the individual item.
Stay ahead, automatically
Get alerted well before anything lapses, expires or auto-renews, and see every open item in one dashboard.
Why senior living teams choose RenewalTracker
- Fast to deploy — live in under 60 minutes, with no IT project
- Affordable — plans from $49/month with unlimited items
- Secure by design — TLS encryption, MFA, SSO and role-based access
- Organized your way — group items by community, region or department
- Responsive support — setup assistance and ongoing support on every plan
Built for
- Assisted living communities
- Memory care communities
- Skilled nursing facilities
- Continuing care retirement communities
- Senior living management companies
- Executive directors and compliance teams
Track nearly every renewal type
- Licenses
- Permits
- Certifications
- Subscriptions
- Agreements
- Contracts
- Payments
- Invoices
- Memberships
- Insurance policies
- Commitments
- Inspections
- Anything else with a renewal or expiration date
By what you track: License tracking · Permit tracking · Contract renewal tracking · Certification tracking · Everything you can track
Results
“RenewalTracker makes it simple to manage all the unique licensing criteria that our offices are subject to.”
4,000+ items100+ locations
Read the case study →“The system provides greater flexibility in how we sort information and allows us to look ahead, enabling a more proactive approach.”
25,000+ items600+ clients
Read the case study →“With RenewalTracker, we're doing the same task more efficiently with better results in about a quarter of the time it took before.”
3,100+ items500+ vehicles
Read the case study →Trusted by teams across a wide range of industries. See the industries we serve.
Everything you need
Intelligent notifications
Automatic email reminders to the right people, on your schedule.
Streamlined processes
Statuses, workflows and bulk actions for every renewal process.
Role-based access
Secure, user-specific permissions and view-only users.
Unlimited scale
Track an unlimited number of items, organized your way.
Customizable
Custom fields, labels, statuses and key dates.
Flexible for any business
Any recurring item, in any department or industry.
Centralized command
One place for every renewal and its documents.
Secure environment
TLS encryption, MFA, SSO, IP checks and secure access.
Custom forms
Build forms such as check requests, pre-filled from the item.
FAQ
Does RenewalTracker store patient health information (PHI)?
No. RenewalTracker is built to track licenses, permits, contracts and other renewals, not patient records. It isn't designed to store protected health information, and we don't sign Business Associate Agreements. Customers should not store PHI in RenewalTracker; doing so is at their own risk. Healthcare organizations use RenewalTracker to manage provider licenses, facility permits, vendor contracts and other renewals without any patient data.
Can we track staff credentials at every community?
Yes. Track each person's licenses and certifications with their own dates, documents and reminders, organized by community.
Can each executive director see only their community?
Yes. Role-based access lets you control what each person can see and change.
How many communities can we manage?
As many as you need. Every plan includes unlimited items, organized into Groups such as communities or regions.
Not ready for a trial?
Start with something free. No sales call, no credit card.
Free download
Templates and checklists
Excel trackers for renewals, contracts and certifications, plus printable checklists.
Get them free →Free self-check
How ready are your renewals?
Ten quick questions, a score out of 100 and where to start closing the gaps.
Take the assessment →Free calculator
What does manual tracking cost you?
Estimate the time and risk of tracking renewals in spreadsheets and calendars.
Run the numbers →Or get renewal tracking tips once a month by email.
Keep every community ready for its next inspection.
Plans from $49/month. Free 14-day trial.