FieldClear

Fire protection · UK

Training Matrix & Certificate Tracking for Fire Protection

Keep sprinkler and fire-protection installers visible against trade, hot-works and access records assigned to each package — through install and handover.

Examples of qualifications are illustrative. Your organisation decides which requirements to assign.

Start your 14-day free trialFree sprinkler training matrix template

No credit card required.

The operational problem

Fire-protection work mixes longer-lived trade training with short-cycle hot-works awareness and client inductions in live buildings. Fire protection training matrix software puts those requirements on one grid so tonight’s fit-out team is not selected from a green cell that only meant “did a sprinkler course last year”.

  • Hot works and trade dates diverge

    An installer can hold current sprinkler training while the hot-works awareness record for an evening isolation window has already expired.

  • Occupied buildings stack inductions

    Hospitals, retail and data halls each add site rules that never lived on the core Excel sheet used for yard labour.

  • Commissioning names change late

    Witness packs ask for people who were current at install but not at handover, and the matrix was never re-checked.

What fire protection teams typically track

Examples only. Requirements vary by role, activity, client and site. FieldClear does not decide what is legally required.

  • Sprinkler or fire-protection installation training (scheme/provider as assigned)
  • CSCS or ECS card where the site requires it
  • Hot works awareness (separate from the daily permit)
  • Working at height awareness
  • IPAF 3a/3b where MEWPs are the access method
  • PASMA Towers for Users where towers are used
  • Asbestos awareness for refurbishment interfaces
  • Confined spaces training where assigned for voids or tanks
  • Manual handling for pipe and valve work
  • Commissioning or witness briefing records where your process assigns them
  • Emergency First Aid at Work

Example training matrix

Illustrative fire-protection crew — configure columns to your packages; statuses are not life-safety authorisation.

Illustrative fire-protection crew — configure columns to your packages; statuses are not life-safety authorisation.
WorkerRoleTrade trainingHot worksIPAF 3aCSCS/ECSSite induction
Sam OkonkwoSprinkler installerCurrentExpiringCurrentCurrentCurrent
Ellie BurnsFitterCurrentCurrentN/ACurrentMissing
Hassan AliSupervisorCurrentCurrentN/ACurrentExpiring
Megan ColeCommissioning techCurrentN/AMissingCurrentCurrent
Ryan WalshSubcontract installerExpiredMissingCurrentExpiringCurrent

Fictional example for illustration. Status labels mirror how a live matrix surfaces current, expiring, expired and missing records.

Why spreadsheets struggle in this sector

Sprinkler and fire-protection spreadsheets often treat “trained” as one colour while hot-works awareness, MEWP categories and building inductions renew on different clocks. Fit-out nights compress checks: the contracts manager needs names for a permit window while certificates still sit in phone photos from last month’s hospital job. When commissioning slips by a fortnight, the matrix still shows the install gang as green even though the people attending witness tests have changed. Versioned workbooks multiply across branch offices, so nobody is sure which file the principal contractor saw at tender.

How it works

From spreadsheet to live matrix in minutes.

No implementation project. No onboarding calls. Start with the file you already maintain.

  1. Step 1: Upload your matrix

    Import your existing Excel or CSV file.

  2. Step 2: We organise it

    Map workers, roles, requirements and expiry dates.

  3. Step 3: See what needs attention

    Instantly see expired, expiring and missing requirements.

Upload my matrix

Expiry tracking

See what’s expiring before it blocks work.

Expired, expiring and missing records surface as a work list. Attach certificate files to the same worker record as the date so evidence and status cannot drift apart.

Reminders

Automatic reminders before renewals.

Choose how far ahead reminders fire and who receives them. Plan refresher booking while there is still time — not the morning a card fails at the gate.

Quick answer

Fire protection training matrix software tracks installers, supervisors and commissioning names against the trade, hot-works, access and induction records your organisation assigns — with statuses, evidence and reminders. It does not design systems, authorise hot works or certify life-safety performance. See training matrix software for the product overview and the sprinkler and fire protection training matrix hub for operational framing.

Competency matrix vs training matrix

Competence for isolation, commissioning or permit control is a judgement for dutyholders and competent people. A training matrix only shows whether assigned records exist and whether dates are current. Do not merge subjective skill ratings with hot-works or IPAF expiry cells — that hides the difference between “attended awareness” and “authorised for tonight’s window”.

How FieldClear helps fire-protection contractors

  • Separate trade training from hot-works awareness and from the permit process itself
  • Keep client and building inductions on short renewal cycles without rewriting core columns
  • Filter named teams before shutdowns and again before witness testing
  • Attach certificates so insurer and principal-contractor packs match the people on site
  • Import the Excel sheet your branches already fight over

Insurer, LPC and client expectations vary by system and building. Use HSE guidance for general health and safety context, and treat every column in FieldClear as something you chose to assign — not a statutory shopping list published by the software.

Certificate storage and reminders

Store scheme certificates, hot-works attendance evidence and induction records on the worker. Reminders help when occupied-building inductions expire mid-programme and when access tickets lapse between install and commissioning. Choose reminder lead times and recipients under pricing plans sized by active workers.

Example qualifications — framed honestly

Many UK fire-protection firms track manufacturer or scheme installation training, CSCS or ECS where sites require a card, hot-works awareness, working at height, IPAF or PASMA where access methods need them, asbestos awareness on refurbishment interfaces, and first aid. Commissioning briefings are often site-specific. None of these is invented as a universal legal mandate here — assign what your risk process and clients require.

Templates and related pages

Download the free sprinkler training matrix template or upload your live sheet. Cross-link the sprinkler and fire protection vertical when you need package-level language. FieldClear is not fire-engineering or legal advice.

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 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.

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 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.

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.

When should we use FieldClear instead of Excel?

Use FieldClear when more than one person edits the matrix, when certificates expire without anyone noticing, or when you need evidence attached to the same record as the date. A carefully maintained spreadsheet can still work for a tiny team with one owner; FieldClear is for when the spreadsheet has become an active operational job.

Can we separate hot-works awareness from the daily hot-works permit?

Yes — and you should. Track awareness or refresher training as a dated requirement on the worker, while permits remain an operational control outside the matrix. FieldClear will not issue or approve permits; it only shows whether the awareness record you assigned is current, expiring or missing.

How do we track short-lived building inductions without cluttering trade columns?

Add client or building inductions as their own requirements with the renewal period that site demands. Use N/A on workers who never enter that building. Filter by the induction column before a shutdown rather than burying notes inside a sprinkler-training cell.

Does FieldClear confirm LPC or insurer competency rules for sprinkler installers?

No. Scheme, insurer and client rules vary. Record the exact course or pathway your organisation accepts, attach evidence, and verify expectations with the relevant client or insurer documents. The matrix reports against your assignments only.

Related resources

Start your 14-day free trial

No credit card required. Upload your existing matrix or start from scratch and see who is current, what is expiring and what is missing.

Start your 14-day free trialFree sprinkler training matrix template

14-day free trial. No card required.