FieldClear

Rail PTS Holder Training Matrix

Track training, cards and certificate expiry for rail pts holder roles in one live matrix, with evidence and reminders before work is affected.

  • Requirements typical for rail pts holder roles
  • Expiry dates and evidence on the worker record
  • Reminders before certificates lapse
  • Import the matrix you already keep in Excel
Upload my matrix

14-day free trial. No card required.

What usually goes wrong

PTS holders need current personal track safety competence plus any higher rail competencies actually held. The matrix should keep medical, induction and COSS-style awards separate from the PTS record.

  • PTS is treated as every trackside competence

    A current PTS holder is sent to controller-of-site-safety duties without a COSS record.

  • Medical and PTS dates drift apart

    A green PTS cell sits beside an expired rail medical until access is refused at the access point.

Example requirements for rail pts holder roles

Examples only. Your organisation decides which requirements apply — they vary by activity, customer and site.

  • Personal Track Safety (PTS) competence
  • Drug and alcohol screening records where the contract requires them
  • Site and TOC or Network Rail inductions
  • Additional competencies (COSS, IWA and similar) only if separately held
  • Medical fitness evidence linked to the rail medical cycle

Different roles, different assigned lists

Rail PTS Holder requirements should not be mixed into a flat “everyone needs everything” spreadsheet. Assign by role, then see gaps without colouring cells by hand.

Evidence stays with the person

Attach certificate images and card photos to the worker record so the date and the proof cannot drift apart when a client asks.

What to track for rail pts holder roles

Track PTS expiry and medical review dates independently, then add COSS, IWA or other competencies only for people who hold them. Refresh TOC inductions by route or contract, and keep drug and alcohol evidence where the framework demands it.

A practical starting set

  • Personal Track Safety (PTS) competence
  • Drug and alcohol screening records where the contract requires them
  • Site and TOC or Network Rail inductions
  • Additional competencies (COSS, IWA and similar) only if separately held
  • Medical fitness evidence linked to the rail medical cycle

Where spreadsheets lose the detail

Excel ages PTS alone and buries medical and COSS detail in notes. Possession planners see enough PTS names while lacking a current COSS for the shift.

Requirements remain yours to define

Rail standards, medical fitness and possession arrangements determine who may go on or near the line; PTS alone is not authority for every trackside role. FieldClear tracks only the requirements your organisation assigns and the records you enter. It does not decide what is legally required, certify competence or authorise work, and this page is not legal or health and safety advice.

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

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 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 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 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.