How to Track SMSTS and SSSTS Expiry

Start with the role, not the course name

SMSTS and SSSTS are commonly used for site-management and supervisory development, but neither should be applied automatically to every construction worker. Define which of your roles, projects or principal-contractor arrangements assign each requirement. Keep acting-up supervisors visible, because temporary cover is often where an expired or missing record first matters.

Fields worth recording

• Worker, role and current project
• Exact course title: SMSTS or SSSTS
• Issue and expiry dates copied from evidence
• Certificate file and provider reference
• Renewal booked, provisional date and owner
• Missing, not required and expired as distinct statuses

Run a forward-looking renewal check

Review at 90, 60 and 30 days if that reflects local booking lead times. Check the project programme as well as today's status: a certificate that expires halfway through a six-month job may need action before mobilisation. When renewal evidence arrives, update the date and attachment together; do not leave a green date pointing to an old certificate.

1. Confirm the roles to which each course is assigned.
2. Import genuine dates from certificates.
3. Filter the next 90 days and identify live-project exposure.
4. Book the appropriate refresher through your normal process.
5. Replace evidence and close the reminder after checking it.

Keep evidence and cover connected

Add a monthly sample check: choose one manager and one supervisor, compare the recorded date with the certificate, and confirm their current project and role still justify the assignment. Where the course provider has supplied a completion email before the formal certificate, retain it as pending evidence rather than overwriting the verified record. Report upcoming gaps to both the training coordinator and the person planning site cover. That closes the common gap between an office renewal list and the programme that depends on it. Archive superseded certificates with a clear history so an assessor can see why a date changed, while keeping the latest evidence easy to identify.

For projects with several subcontractors, request a named-person extract rather than accepting a company claim that all supervisors are covered. Set an evidence deadline before induction and decide who follows up non-responses. If a supervisor moves between projects, re-check the receiving project’s assignment rather than assuming the previous site’s SMSTS or SSSTS rule transfers unchanged. Keep course bookings and expected certificate dates on an action list so planners can see uncertainty without mistaking it for valid cover.

What the tracker cannot decide

A training matrix does not appoint a site manager, assess competence or determine whether a particular course satisfies a contract or legal duty. FieldClear tracks the assigned requirement and its date; your organisation and competent advisers decide what the role and work need. This guide is operational information, not legal advice.