About This Automation
NMLS license renewal tracking requires HR staff to manually monitor expiry dates, contact employees, collect proof of renewal, and maintain compliance records across multiple systems.
Automation monitors license expiry dates automatically, sends personalized reminders 90 days before expiration, tracks employee responses, and centralizes all renewal records in a single compliance log. The result is near-zero missed renewals and audit-ready documentation.
Top friction points when done manually
The issues teams report most often with this process
Automation readiness
How well-suited this process is for automation
How The Automation Works
The full workflow, from trigger to completion.
The automation checks the renewal tracking spreadsheet daily and identifies any licenses expiring within 90 days. When a license crosses the 90-day threshold, the workflow is triggered.
The automation pulls the employee's name, email, license number, expiry date, and state-specific renewal requirements from the master spreadsheet.
A personalized renewal reminder email is automatically sent to the employee with their expiry date, state-specific requirements, and a link to the NMLS renewal portal.
The automation records the reminder send date and time in the tracking spreadsheet, creating an audit trail.
A second reminder is automatically scheduled for 30 days before expiry if no completion is reported. A calendar event is created for the HR team.
A message is sent to a designated channel notifying the HR team and compliance officer of the pending renewal, ensuring visibility across the team.
Once the employee confirms renewal completion (via email reply or manual update), the automation updates the spreadsheet with the completion date and marks the license as current.
Most popular tool stack used
— the complete tool combinations companies use
Google Sheets
Gmail
Google Calendar
SlackWhat you get when you map this process
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ROI and business case
What this process costs today and what changes once it's automated.
Launch schedule
What gets built, in what order, and what success looks like once it's live.
Process runbook
How the automation runs day to day, including exceptions and human decision points.
Developer handover pack
Full build spec, logic, and configuration — ready to hand off without a briefing call.
Integration and connections guide
Every tool connection, credential, and data mapping the build needs.
Test and QA plan
Every scenario checked and signed off before the automation goes live.
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Frequently asked questions
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