Short answer: every staff member who serves alcohol gets a row with card number, expiry and a photo, and the roster is checked against it monthly. Warnings go to the venue manager at 90, 60 and 30 days.
The rule
In NSW an RSA competency card (and RCG for gaming) is valid five years, and renewal requires a refresher course before expiry; let it lapse and the full course is needed again. Liquor & Gaming NSW can inspect and fine per person. The approved manager must also be nominated and current.
What to record
Staff member, card type (RSA, RCG), card number, expiry, a photo of the card, and the date the staff member last worked a shift that needed it. For the venue: the liquor licence number, its annual fee date, the approved manager nomination and any trading condition dates.
The workflow
Onboarding form with photo upload; register status calculated from the expiry; monthly check of the roster against the register so nobody with a card due in 30 days is rostered on bar without a renewal booked. The same register carries food safety supervisor, first aid and fire safety statement dates.
Do it once, properly
Stewart Systems builds this as part of the Register, in your own Google Drive or OneDrive, with the phone form and the warnings, usually live within one to two weeks. Free template · Full industry guide · Get a price for your business
Written by Christian Stewart, Stewart Systems, Wollongong. Published 2026-09-29. Records and flags, not legal, WHS or insurance advice; rules change, check the regulator for the current one.