FieldClear

Training Matrix Software for Rail Contractors

Give planners a clear internal view of rail and company requirements without replacing Sentinel or sponsor controls.

Built for UK contractors, trades and facilities teams.

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14-day free trial. No card required.

What usually goes wrong

Rail contractors need an internal planning view while respecting the authoritative industry systems and sponsor processes that govern access and competence. A training matrix can support preparation, not replace those checks.

  • Possession planning needs an early view

    Gaps found during final checks leave little room to replace scarce competencies.

  • Validity has several dependencies

    Medical, D&A, sponsor status and competence records should not be collapsed into one date.

  • Internal and industry systems diverge

    Local spreadsheets become stale copies unless ownership and verification are clear.

What rail contractors typically track

Examples only. Organisations must determine their own applicable training and qualification requirements — these vary by role, activity, customer and site.

  • Sentinel Smartcard
  • Personal Track Safety (PTS)
  • Industry Common Induction (ICI)
  • DCCR
  • Controller of Site Safety (COSS)
  • Engineering Supervisor (ES)
  • Machine Controller
  • Rail Medical
  • Drug and Alcohol Screening
  • Emergency First Aid

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.

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Dashboard

Know what needs attention today.

Expired, expiring and missing records surface as a work list rather than something you have to go looking for.

Use an internal rail matrix responsibly

Track the records your business needs for planning, including exact competence labels, medical or D&A dates and company courses. Keep each dependency separate and identify the authoritative source used for final verification.

Review proposed teams early in possession planning, then re-check through the required rail process before work. Attached internal evidence helps assurance teams answer client queries without implying the copy is definitive.

FieldClear does not connect to or replace Sentinel, sponsor decisions, site access controls or competence management. It tracks assigned records and expiries only; it is not rail-safety or legal 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 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.

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.

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.

Related resources

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.