How to Prepare SafeContractor Audit Training Evidence

Quick answer

Write down the workforce story your submission makes, filter the matrix to a named sample that matches it, fix illegible scans and name mismatches, record missing items honestly, then export a dated pack with the application reference. Keep company policy documents separate from individual card files so assessors can follow both threads.

Evidence checklist before you upload

• Roles and activities covered by the application narrative
• Assigned training requirements per role (cards, courses, first aid, plant where relevant)
• Named people in the sample with matching photo-ID names on certificates
• Issue and expiry dates where the evidence shows them
• Explicit missing and not-required statuses — no silent blanks
• Subcontractor or agency sample using the same fields as employees
• Owner and review date for the pack itself

Step-by-step pack assembly

1. Confirm scheme stage and any client add-ons before chasing files.
2. Freeze the sample list so mid-edit spreadsheet churn does not change the pack overnight.
3. Filter current, expiring, expired and missing rows for those people only.
4. Replace cropped or unreadable card faces and correct spelling mismatches.
5. Export a dated extract and store it with the submission reference.
6. Log assessor queries as open actions until evidence or process notes close them.

Common findings to avoid

Assessors often query walls of green cells with no files, last year’s leavers still presented as the workforce sample, and subcontractors described in policy but absent from the matrix. Prefer fewer named examples with clean evidence over a sprawling folder of unsorted PDFs. After approval, keep surveillance and renewal dates visible alongside day-to-day expiries so the next cycle is not a scramble.

Honest limits

FieldClear tracks assigned training requirements only. It does not complete SafeContractor questionnaires, interpret scheme criteria, or guarantee a pass. Related SSIP and accreditation pages help you organise evidence; they do not accredit your organisation. This guide is not legal advice.