FieldClear

Track SMSTS Expiry Dates in One Place

Track Site Management Safety Training Scheme expiry dates across site managers and project leaders on UK construction projects, with reminders before they lapse and evidence stored on the worker record.

  • Every SMSTS 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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What SMSTS tracking involves

SMSTS gives construction managers a broad grounding in managing site health, safety and welfare. It is commonly requested for people controlling projects or substantial site operations.

Why the dates get missed

  • A manager may move between projects while the renewal date remains with the individual
  • Refresher places can fill before a major mobilisation
  • Clients often request evidence during pre-start checks
  • Several managers trained together can create a concentrated renewal gap

See every SMSTS record at once

Workers down the side, requirements across the top. SMSTS 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.

Tracking SMSTS across a workforce

SMSTS capacity is rarely interchangeable: losing the only current manager on a project can affect cover, handovers and mobilisation. Viewing dates across managers exposes single-person dependencies early enough to arrange a refresher.

Excel often shows every manager as green until a copied formula misses a row or a certificate is renewed without the central file being updated. It also struggles to show that several project leads lapse during the same programme window.

What to record against each worker

  • Certificate number and exact expiry date
  • A legible certificate PDF
  • Whether the holder needs the full course or refresher route
  • Projects or management roles to which the requirement is assigned

Typical renewal cycle

SMSTS certificates are commonly renewed on a five-year cycle, but confirm the date printed on the certificate. Always use the date on the certificate or card in front of you — schemes and pathways differ, and free-text “current” cells hide the problem until someone is turned away.

A note on requirements

FieldClear tracks SMSTS where your organisation assigns it; it does not decide whether a client, contract or role requires the qualification and is not legal or health and safety advice.

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.

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