Guide · Updated 2026-09-21
How Long Before Expiry Should You Book Refresher Training?
Book refreshers early enough for course availability, assessment marking and card processing — often 8–12 weeks for busy supervisory courses, longer at peak season — guided by provider lead times and your programme, not by a single universal rule. Set matrix reminders to match those horizons.
Quick answer
Work backwards from the date the person must be on site with a current record. Add provider booking time, possible fail-and-resit time, and card or certificate issue time. Many contractors use 90-day warnings for critical tickets and longer for scarce courses — adjust with evidence from your own booking history.
Factors that change the horizon
| Factor | Why it moves the booking date |
|---|---|
| Course scarcity | SMSTS/SSSTS and specialist tickets fill up regionally |
| Card schemes | Pass plus application time before the gate |
| Agency labour | Replacement may be faster than renewal — still needs evidence |
| Shutdown windows | Outage crews cannot wait for a last-minute course |
| Budget cycles | Purchase orders delay booking if raised late |
Reminder practice
- Classify requirements by booking difficulty.
- Set longer reminder horizons for scarce courses.
- Filter the matrix weekly for items inside the horizon.
- Escalate no-bookings while alternatives still exist.
- Update the date and file together when the refresher completes.
Avoid false precision
Guides that announce a single magic number for every certificate oversimplify. Your organisation should document the horizons it uses. Scheme rules and provider validity periods remain authoritative for the qualification itself; the matrix only stores what you assign and when you act.
Honest limits
FieldClear sends reminders based on configurations you choose. It does not set legal refresh intervals. Related refresh and SMSTS guides are operational. This article is not legal advice.
Stop checking expiry dates manually
Track worker certificates and receive reminders before they lapse.
14-day free trial. No card required.