Guide · Updated 2026-09-21
How to Track Training for Agency and Payroll Workers
Track agency and payroll workers in the same matrix structure as employees — named person, employer or agency, assigned requirements, dates and files — with clearer ownership of who supplies evidence. Do not leave them as a footnote the night before mobilisation.
Quick answer
Create rows for every person you intend to put through the gate, record the supplying agency or payroll company, assign the same project requirements you apply to direct labour, and refuse verbal “they’re all CSCS” claims without files. Agree lead times for replacements when something expires mid-job.
Fields that prevent confusion
- Worker name matching photo ID
- Employer / agency name
- Engagement end date or booking window where known
- Assigned project requirements
- Certificate dates and attached evidence
- Who chases renewals — you, the agency, or shared
Operating rhythm
- Issue the requirement list with the labour order.
- Collect evidence before travel or induction slots are booked.
- Filter expiries against the booking window, not only day one.
- On replacement workers, restart the check — do not inherit the previous person’s status.
- Archive leavers promptly so audit samples stay truthful.
Common failure modes
Agencies sometimes send a composite PDF for a whole gang with no per-person dates. Split it or reject it. Payroll umbrella arrangements can change mid-contract; keep the legal employer field updated so client portals do not show stale company names. Never copy green status from a previous booking onto a new operative.
Honest limits
FieldClear helps you record assigned requirements for non-employees you mobilise. It does not set agency contract terms or decide employment status. See the agency worker use case for operational patterns. This guide is not legal advice.
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