FieldClear

Subcontractor Qualification Tracker for Mixed Gangs

Track subcontractor qualifications, cards and expiry dates alongside your employed workforce. Filter by worker type, attach evidence and see gaps before mobilisation.

  • Subcontractors as a first-class worker type
  • Filter employed vs subcontracted for client packs
  • Expiry status calculated from today
  • Import the sheet you already chase people on
Upload my matrix

14-day free trial. No card required.

Stop maintaining two lists

Employed and subcontracted workers often live in different spreadsheets until a principal contractor asks for one pack. Keep one matrix and filter.

Evidence you can find under pressure

Card photos and certificates sit on the worker record — not in the last WhatsApp from a subcontractor supervisor.

Reminders while gangs change

Subcontractor churn makes diary reminders unreliable. Automated warnings follow the dates on the record.

  • Warnings before renewals
  • You choose who is notified
  • Archive leavers so filters stay clean

How it works

From spreadsheet to live matrix in minutes.

No implementation project. No onboarding calls. Start with the file you already maintain.

  1. Step 1: Upload your matrix

    Import your existing Excel or CSV file.

  2. Step 2: We organise it

    Map workers, roles, requirements and expiry dates.

  3. Step 3: See what needs attention

    Instantly see expired, expiring and missing requirements.

Upload my matrix

Quick answer

A subcontractor qualification tracker records which subcontracted workers hold which assigned qualifications and cards, when they expire, and where the evidence is — usually in the same matrix as employees. FieldClear supports worker types and filters so client packs can separate directly employed and subcontracted people. It tracks what you assign; it does not vet subcontractors for you or determine legal requirements.

Why subcontractor records go stale

Names change faster than employed rosters. Certificates arrive as phone photos. Someone “was current last job” becomes the only status available. A live matrix with worker type and real dates beats a folder named “subs 2024”.

Practical setup

  1. Import your matrix and mark worker type on each row.
  2. Assign requirements by role — including roles only subcontractors fill.
  3. Attach evidence as it arrives; do not leave it for “later”.
  4. Enable reminders with enough lead time for renewals.
  5. Filter by worker type when a client asks for a named subcontractor list.

You can keep using Excel. But Excel won’t chase expiries for you.

Excel is flexible, familiar and free, which is exactly why almost every contractor starts there. The limitation isn’t the spreadsheet — it’s that a spreadsheet can only tell you what someone last typed into it.

  • Keeping it up to date

    ExcelManual updates
    FieldClearLive matrix

  • Showing status

    ExcelManual colour coding
    FieldClearAutomatic status updates

  • Expiry warnings

    ExcelNo automatic reminders
    FieldClearExpiry reminders before the date

  • Certificates and evidence

    ExcelStored elsewhere
    FieldClearAttached to the worker record

  • Versions

    ExcelEasy to create multiple versions
    FieldClearSingle source of truth

  • Finding what matters

    ExcelHard to see what changed
    FieldClearFilters and actions

  • History

    ExcelNo audit history
    FieldClearActivity history

Plenty of contractors run a perfectly good spreadsheet for years. The question isn’t whether Excel works — it’s whether anyone is checking it the week something quietly expires.

Pricing

Simple pricing based on workforce size.

Every plan includes the whole product. The only thing that changes is how many workers you’re tracking.

  • Starter

    £29/month

    Up to 25 active workers

    For smaller contractors moving off a single spreadsheet.

    Start 14-day free trial
  • Most common

    Growth

    £59/month

    Up to 75 active workers

    For growing teams with several roles and requirement sets.

    Start 14-day free trial

  • Pro

    £99/month

    Up to 200 active workers

    For established contractors managing multiple teams and sites.

    Start 14-day free trial

Every plan includes

  • Live training matrix
  • Certificate and evidence storage
  • Expiry reminders
  • Spreadsheet import (Excel or CSV)
  • Roles and assigned requirements
  • Users and permissions
  • Activity history
  • Filters, search and saved views
  • Data export
  • Email support

14-day free trial. No card required.

View pricing in full

Questions people ask before signing up

Can I track subcontractors?

Yes. Workers can be recorded as employees, subcontractors, agency workers or other worker types, and you can filter the matrix by type.

Can I import my existing Excel training matrix?

Yes. Upload an Excel or CSV file, map the columns to workers, roles, qualifications and expiry dates, then preview the result. Nothing is created until you confirm the import.

Can I store certificates?

Yes. Attach supporting evidence such as PDFs and images to worker records, so the certificate sits alongside the expiry date rather than in a separate folder.

Can I get reminders before certificates expire?

Yes. The system monitors expiry dates and sends reminders in advance. You choose how far ahead reminders are sent and who receives them.

Does the software tell me which qualifications are legally required?

No. The system helps you track the requirements your organisation assigns. You remain responsible for determining what applies to your workers and activities. We do not provide legal or health and safety advice.

How does the free trial work?

You get 14 days with the full product and no card required. Import your matrix, invite colleagues and see whether it fits how you work. If you do nothing at the end of the trial, the account simply stops.

Is my data private?

Each organisation's data is isolated from every other organisation's. Documents and records are encrypted in transit and at rest, access is controlled by user permissions, and you can export or delete your data at any time. We host in the UK and EU.

Related

Your training matrix already exists. Make it useful.

Upload your spreadsheet and turn it into a live view of who’s current, what’s expiring and what needs attention.

Upload my matrixStart from scratch

14-day free trial. No card required.