FieldClear

Training Records Ready for CHAS, SafeContractor and Client Audits

Keep worker training, expiry dates and certificate evidence in one live matrix so accreditation and client audits are a filter and export — not an overnight scramble through folders.

  • See expired, expiring and missing records before the assessor asks
  • Certificates attached to the worker — not buried in email
  • Import the matrix you already maintain
  • Export or filter when a scheme or client wants proof
Upload my matrix

14-day free trial. No card required.

Know the gaps before the questionnaire lands

Accreditation renewals and client audits fail on missing dates and orphaned PDFs more often than on missing intent. A live matrix shows what needs attention while you still have time to fix it.

Evidence next to the date

Attach the card photo or certificate PDF to the worker record. When someone asks for proof, you are not hunting a shared drive at midnight.

Reminders between audit cycles

Schemes ask periodically. Cards expire every week. Spreadsheets record the date; they cannot email you sixty days out.

  • Warnings before renewals, not after
  • You choose who gets reminded
  • Each 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 accreditation audits usually ask for

SSIP and related schemes such as CHAS and SafeContractor, plus buyer portals like Constructionline, and many principal-contractor checks, typically want evidence that your workforce holds the training and qualifications your organisation says it requires — with dates that have not quietly lapsed, and documents you can produce on request.

The exact questions differ by scheme and assessor. FieldClear does not replace their process. It helps you keep an operational record that matches how those questions are usually answered: who holds what, when it expires, and where the file is.

What “ready” looks like in practice

  • A single matrix of workers against the requirements you assign — including subcontractors if you track them.
  • Expiry status calculated from today, so you are not hand-colouring cells the night before.
  • Evidence on the record, so a date and a PDF cannot drift apart.
  • A filter or export when the assessor or client wants a named list, not your entire drive.

CHAS, SafeContractor, Constructionline — same operational job

Different brands, similar pain: a questionnaire or portal request that assumes your training records are current. If the truth lives in three spreadsheets and a folder of scans, the pain shows up as overtime and incomplete answers.

ISO 45001 surveillance and insurance renewals often surface the same gaps. The fix is continuous record-keeping, not a heroic tidy-up once a year.

What FieldClear does not do

  • It does not accredit you, assess you, or submit applications to CHAS, SafeContractor, Constructionline or any other scheme.
  • It does not tell you which training a scheme legally or contractually requires — you assign requirements based on your work, clients and competent advice.
  • It does not guarantee an audit pass. Green status means the date you entered has not yet passed the threshold you configured — not that a worker is authorised for any particular site.

How teams usually get ready

  1. Upload the training matrix you already use (or start from a free template).
  2. Confirm roles and which requirements each role carries.
  3. Attach missing certificates and fix text dates that break sorting.
  4. Turn on reminders so the next renewal is not a surprise.
  5. When an audit arrives, filter to the workers in scope and export or share evidence from the record.

If you only need a one-off pack for a principal contractor this week, see our guide on preparing worker training evidence for a client audit. If audits keep returning, a live matrix pays for itself between cycles.

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

Does FieldClear get us CHAS or SafeContractor accredited?

No. Accreditation schemes set their own criteria and assess your organisation. FieldClear helps you keep the training records, expiry dates and evidence that audits often ask to see — it does not replace the accreditation process or guarantee a pass.

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 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.

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.