FieldClear

Training Matrix Software Without the Spreadsheet

Track worker training, qualifications, certificates and expiry dates in one live matrix. Import your existing spreadsheet and see who’s current, what’s expiring and what’s missing.

  • Import your existing Excel or CSV matrix
  • Statuses calculated from expiry dates, not typed by hand
  • Reminders before certificates lapse
  • Certificates attached to the worker records
Upload my matrix

14-day free trial. No card required.

Every worker, every requirement, one view

The grid you already think in — with the status of each cell worked out for you rather than recoloured by hand.

A work list, not a report

Three expired, seven expiring within 30 days, five missing documents. Each one links straight to the workers involved.

Reminders your spreadsheet can’t send

This is the thing a spreadsheet structurally cannot do. It records the date perfectly well; it has no way of telling anyone the date is approaching.

  • Sent before the expiry date, not after
  • You choose the warning period and recipients
  • Every reminder links to the workers involved

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

What training matrix software actually does

A training matrix in a spreadsheet is a record. Training matrix software is the same record with three things added: it works out the status itself, it holds the evidence alongside the dates, and it can contact you.

That is the whole difference, and it is a bigger one than it sounds. A spreadsheet will show you a date that passed six weeks ago, in the correct colour, until someone opens the file and scrolls to that row. Software checks every record against today's date, every day, without being asked.

What to look for

  • Spreadsheet import — if you have to retype a 200-row matrix by hand, you will not finish.
  • Automatic status calculation from real expiry dates, including a clear distinction between 'missing' and 'not required'.
  • Document storage attached to worker records, so the certificate and the date cannot drift apart.
  • Configurable reminders, because a 30-day warning is useless for a renewal that takes eight weeks to book.
  • Role-based requirements, so a supervisor and a general operative are not checked against the same list.
  • Filtering that gets you to the handful of rows that matter in a 200-row matrix.
  • Activity history, for when a client asks you to demonstrate a record was current on a specific date.
  • Data export, so you are never locked in.

Who it suits

This is built for UK contractors, trades and field-service businesses with roughly 10 to 200 workers — the point at which a spreadsheet has stopped being readable but an enterprise compliance suite would be absurd overkill.

Under about ten workers, the spreadsheet genuinely still works and you should keep it. Above a few hundred, you are likely to need integration with HR and payroll systems that we do not currently offer.

What it does not do

It is not a learning management system — it tracks records, it does not deliver courses. And it does not tell you which qualifications are legally required. You define the requirements each role carries; the software tracks them against the records you hold. Determining what applies to your workers and activities remains your responsibility.

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 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.

Do I have to set everything up manually?

No. Existing spreadsheets can be imported, and common qualification names such as CSCS, IPAF and PASMA are suggested as you go. You can also start from a suggested role template and adjust it.

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.

Is this an LMS?

No. The product tracks workforce qualifications, evidence and expiry dates. It does not deliver e-learning courses or assessments.

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 track subcontractors?

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

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.