FieldClear

Track F-Gas Category Expiry Across Your Engineers

Track F-Gas qualification categories and expiry dates across HVAC and refrigeration engineers, with reminders before renewals and certificates on the worker record.

  • Every F-Gas expiry date in one view
  • Reminders before certificates lapse
  • Evidence attached to the worker record
  • Import the dates you already have in Excel
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14-day free trial. No card required.

What F-Gas tracking involves

F-Gas qualifications are issued in categories (commonly Category I and II for many field roles) with expiry or reassessment cycles that vary by pathway. Mobile HVAC and refrigeration teams often hold different categories while sharing the same messy spreadsheet column labelled simply “F-Gas”.

Why the dates get missed

  • Category matters as much as the date — Category II is not a substitute for Category I work
  • A single “F-Gas” column hides which engineers can legally handle which activities your contracts require
  • Renewals and assessments need lead time; discovering a gap on the morning of a call-out is expensive
  • Agency and subcontractor engineers rotate, so yesterday’s matrix is already incomplete

See every F-Gas record at once

Workers down the side, requirements across the top. F-Gas sits alongside everything else your organisation assigns, with the status worked out from the expiry date rather than typed by hand.

Told before it lapses

Reminders go out ahead of the date, to the people who can do something about it. You choose how far ahead and who receives them.

The certificate lives with the date

Attach a photo or PDF to the worker record so the proof and the date cannot drift apart. When a client asks for evidence, it is already assembled.

Track categories, not a single F-Gas blob

The common failure mode is one column with one date. It looks tidy and it loses the allocation question that actually matters: who holds the category needed for today’s job?

Record each relevant category against the engineer, with the expiry or reassessment date and a copy of the certificate. When work is planned, filter to people who meet the assigned category and whose record is current.

What to record

  • The F-Gas category (or categories) held — not only the word “F-Gas”
  • The expiry or reassessment date as a real date
  • A PDF or photo of the certificate as evidence
  • Which roles in your organisation require which categories for the work you sell
  • Related site or access requirements as separate columns if you track them on the same engineers

Category I vs Category II in practice

If your contracts require Category I for certain refrigerant handling activities, a current Category II record does not answer that question. Keep separate columns (or separate requirements) so filters and reminders match how you allocate jobs — not a single blended “F-Gas current” flag.

Use the wording your certificates use for expiry versus reassessment. Enter a real date either way; do not type “current” as text.

Assigned requirements only

Whether a given category is required depends on the refrigerants, activities and contracts you take on. FieldClear tracks the requirements your organisation assigns; it does not determine legal or scheme obligations for you, and a green status is not legal authorisation to perform work.

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 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.

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 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.

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.

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.

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.