FieldClear

Create a Certificate Expiry Reminder Workflow That Gets Closed

Turn upcoming dates into owned renewal actions, then keep the old record open until checked replacement evidence arrives.

  • Assigned requirements by role
  • Expiry dates with reminders
  • Evidence on the worker record
  • Import from the spreadsheet you already use
Upload my matrix

14-day free trial. No card required.

What usually goes wrong

An expiry alert creates value only when it starts a visible action and ends with verified evidence. The workflow needs stages between due and renewed.

  • Alerts have no owner

    Reminder emails are sent, but nobody is accountable for booking, attendance or collecting the new certificate.

  • A booking is treated as renewal

    The old expiry is replaced with a course date before the learner passes and evidence is issued.

See the work list, not a coloured grid

Expired, expiring and missing records surface as actions — without recolouring cells by hand each Friday.

Start from the matrix you already have

Map columns once, import dates and roles, then keep evidence attached to people rather than buried in email.

Manage the renewal as a small workflow

Choose reminder windows that reflect course availability and operational cover. Assign an owner, record booking and attendance separately, and preserve the genuine expiry throughout. Close the action only after the replacement document and date have been checked.

A practical record structure

  • Verified current expiry date
  • Reminder windows suited to booking lead time
  • Named worker and renewal owner
  • Due, booked, attended and evidence-received states
  • Replacement certificate checked before closure

Keep the decision with the responsible team

Reminder timing does not extend a certificate, establish refresher eligibility or guarantee that a provider or scheme will accept a renewal route. FieldClear tracks assigned requirements, expiry dates and uploaded evidence. It does not determine legal duties, certify competence or authorise work, and this page 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 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 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.

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 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 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.

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.