Have Training Records Ready for an HSE Visit
Keep assigned training evidence, dates and named appointments easy to retrieve if an inspector asks—without treating the matrix as legal advice or a substitute for on-site controls.
- Assigned requirements by role
- Expiry dates with reminders
- Evidence on the worker record
- Import from the spreadsheet you already use
14-day free trial. No card required.
| Worker | CSCS | IPAF | PASMA | First Aid | Asbestos |
|---|---|---|---|---|---|
| Ahmed KhanHVAC Engineer | 12 Aug 28Current | 18 daysExpiring soon | 03 Feb 28Current | 19 Sep 27Current | MissingMissing |
| John SmithSite Supervisor | 04 Jun 29Current | 22 Jan 28Current | 42 daysExpiring soon | 42 daysExpiring soon | 11 Nov 27Current |
| Sarah JonesElectrician | 28 Oct 28Current | 16 May 28Current | 16 May 28Current | 02 Dec 27Current | 09 Jul 28Current |
| Peter BrownGeneral Operative | ExpiredExpired | 14 Apr 28Current | MissingMissing | —Not required | 21 Jan 28Current |
What usually goes wrong
Visit readiness is about being able to show what you assigned, to whom, with what evidence—not about claiming the matrix proves legal compliance. Honest gaps are preferable to decorative green cells.
Evidence is scattered across vans and inboxes
Supervisors know training happened but cannot produce the matching certificate quickly.
Appointed roles are unclear
First-aiders, fire marshals or confined-spaces top persons are listed inconsistently.
See the work list, not a coloured grid
Expired, expiring and missing records surface as actions — without recolouring cells by hand each Friday.
Today
Thursday 6 August 2026
Workforce status
53workers
- 46
- meet assigned requirements
- 4
- need attention
- 3
- have expired or missing items
Urgent actions
- 3 expired certificates
- 7 expire within 30 days
- 5 missing documents
Requirements are defined and reviewed by your organisation.
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.
Map your columns
training-matrix-2026.xlsx · 53 rows · 9 columns
5 of 6 columns matched automatically
- Employee NameWorker nameMatched
- Job TitleRoleMatched
- CSCS Card ExpiryCSCS — expiry dateMatched
- IPAF ExpIPAF — expiry dateMatched
- PASMAPASMA — expiry dateMatched
- NotesIgnore this columnSkipped
Make assigned evidence retrievable on the day
Keep role appointments and training evidence current for the people on site, ensure files are legible and matched to the right worker, and brief supervisors on where to find the live view. Do not invent statuses for records you cannot support.
A practical record structure
- People present or expected on site that day
- Assigned safety roles and training records
- Certificate files linked to the correct worker
- Known gaps with documented interim controls elsewhere
- Supervisor access to the live record view
Keep the decision with the responsible team
FieldClear does not accredit competence, authorise work or give legal advice, and it does not replace cooperation with HSE or other regulators. 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 updatesFieldClearLive matrixShowing status
ExcelManual colour codingFieldClearAutomatic status updatesExpiry warnings
ExcelNo automatic remindersFieldClearExpiry reminders before the dateCertificates and evidence
ExcelStored elsewhereFieldClearAttached to the worker recordVersions
ExcelEasy to create multiple versionsFieldClearSingle source of truthFinding what matters
ExcelHard to see what changedFieldClearFilters and actionsHistory
ExcelNo audit historyFieldClearActivity 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.
- Most common
Growth
£59/month
Up to 75 active workers
For growing teams with several roles and requirement sets.
Pro
£99/month
Up to 200 active workers
For established contractors managing multiple teams and sites.
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.
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.
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.
14-day free trial. No card required.