Guide · Updated 2026-10-02
How to Set Expiry Reminder Lead Times
Choose reminder lead times based on how long renewals actually take for each requirement — not on a decorative default. Many teams use 90, 60 and 30 days, then lengthen the window for cards that need tests and applications.
Quick answer
Start with staggered reminders (for example 90 / 60 / 30 days). Extend the first alert for pathways with long booking queues. Shorten only if someone genuinely acts weekly and the renewal is a one-day course.
Factors that change the window
- CITB HSE test and CSCS application lead times
- Plant or IPAF course availability in your region
- Peak programme periods when diaries fill up
- Whether agency labour needs chasing through a supplier
Operational rules
- Name an owner for each reminder — not “the whole company inbox”.
- Do not mark a renewal complete until new evidence arrives.
- Review missed reminders monthly and adjust horizons.
- Keep critical site-access cards on the longest practical window.
Honest limits
Reminders help you act earlier. They do not renew cards for you or guarantee gate acceptance. FieldClear can notify owners; you still book the training. Not legal advice.
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