FieldClear

Stop Tracking Certificate Expiries by Hand

30/60/90-day reminders, expired certificates, evidence on the worker record, and an action list of what needs attention — without opening the spreadsheet every Monday.

  • One view of every expiry date across the workforce
  • Reminders before certificates lapse
  • Certificates and photos stored on the record
  • Import the expiry dates you already have in Excel
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14-day free trial. No card required.

Every expiry date in one grid

Workers down the side, requirements across the top, expiry dates in the cells — with current, expiring, expired and missing worked out automatically.

The certificate lives with the date

A date on its own is not evidence. Attach the PDF or photo to the record so the two cannot drift apart.

Told in advance, not afterwards

Choose how far ahead you want warning and who receives it. Some renewals take eight weeks to book, so a 30-day notice is not always enough.

Why certificate expiries get missed

Almost nobody misses an expiry because they did not know the date. They miss it because the date was written down somewhere passive and nothing brought it to their attention in the window where it could still be dealt with.

The three usual failure points are the same everywhere: the record lives in a file nobody opens weekly, the certificate lives somewhere else entirely, and the person maintaining both is doing it alongside their actual job.

What a tracker needs to get right

  • Store expiry dates as real dates, so they can be sorted, filtered and compared against today.
  • Distinguish clearly between a record that is missing and a requirement that does not apply.
  • Send warnings far enough ahead that a renewal can actually be booked.
  • Keep the supporting evidence attached, because a date with no certificate behind it will not satisfy an audit.
  • Let you filter down to the handful of records that need action this month.

What you can track

Anything with an expiry date that your organisation assigns to a role: cards such as CSCS and ECS, machinery and access training such as IPAF and PASMA, statutory qualifications such as F-Gas, refresher training such as first aid and asbestos awareness, and any internal requirement of your own.

You define which requirements apply to which roles. The tracker does not determine legal obligations — it tracks the records you hold against the requirements you set.

You can keep using Excel. But Excel won’t chase expiries for you.

Excel is flexible, familiar and free, which is exactly why almost every contractor starts there. The limitation isn’t the spreadsheet — it’s that a spreadsheet can only tell you what someone last typed into it.

  • Keeping it up to date

    ExcelManual updates
    FieldClearLive matrix

  • Showing status

    ExcelManual colour coding
    FieldClearAutomatic status updates

  • Expiry warnings

    ExcelNo automatic reminders
    FieldClearExpiry reminders before the date

  • Certificates and evidence

    ExcelStored elsewhere
    FieldClearAttached to the worker record

  • Versions

    ExcelEasy to create multiple versions
    FieldClearSingle source of truth

  • Finding what matters

    ExcelHard to see what changed
    FieldClearFilters and actions

  • History

    ExcelNo audit history
    FieldClearActivity history

Plenty of contractors run a perfectly good spreadsheet for years. The question isn’t whether Excel works — it’s whether anyone is checking it the week something quietly expires.

Pricing

Simple pricing based on workforce size.

Every plan includes the whole product. The only thing that changes is how many workers you’re tracking.

  • Starter

    £29/month

    Up to 25 active workers

    For smaller contractors moving off a single spreadsheet.

    Start 14-day free trial
  • Most common

    Growth

    £59/month

    Up to 75 active workers

    For growing teams with several roles and requirement sets.

    Start 14-day free trial

  • Pro

    £99/month

    Up to 200 active workers

    For established contractors managing multiple teams and sites.

    Start 14-day free trial

Every plan includes

  • Live training matrix
  • Certificate and evidence storage
  • Expiry reminders
  • Spreadsheet import (Excel or CSV)
  • Roles and assigned requirements
  • Users and permissions
  • Activity history
  • Filters, search and saved views
  • Data export
  • Email support

14-day free trial. No card required.

View pricing in full

Questions people ask before signing up

Can I get reminders before certificates expire?

Yes. The system monitors expiry dates and sends reminders in advance. You choose how far ahead reminders are sent and who receives them.

Can I store certificates?

Yes. Attach supporting evidence such as PDFs and images to worker records, so the certificate sits alongside the expiry date rather than in a separate folder.

Can I import my existing Excel training matrix?

Yes. Upload an Excel or CSV file, map the columns to workers, roles, qualifications and expiry dates, then preview the result. Nothing is created until you confirm the import.

Can I track CSCS card expiry dates?

Yes. Record the card type and expiry date against each worker, attach a photo or PDF of the card, and the matrix shows current, expiring, expired or missing automatically.

Does the software tell me which qualifications are legally required?

No. The system helps you track the requirements your organisation assigns. You remain responsible for determining what applies to your workers and activities. We do not provide legal or health and safety advice.

Can I track subcontractors?

Yes. Workers can be recorded as employees, subcontractors, agency workers or other worker types, and you can filter the matrix by type.

How does the free trial work?

You get 14 days with the full product and no card required. Import your matrix, invite colleagues and see whether it fits how you work. If you do nothing at the end of the trial, the account simply stops.

Related

Your training matrix already exists. Make it useful.

Upload your spreadsheet and turn it into a live view of who’s current, what’s expiring and what needs attention.

Upload my matrixStart from scratch

14-day free trial. No card required.