Check Training Cover for Out-of-Hours and Standby Rotas
Verify that night, weekend and call-out teams have current assigned records for the tasks they may face—not merely that daytime headcount looks adequate.
- 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
Out-of-hours cover fails when planners count company-wide green cells instead of the people actually on the rota. Shift-scoped checks keep standby honest.
Day-shift totals are used as night cover
Enough current people exist in the business, but none share the standby rota.
Call-out tasks exceed the rostered profile
A multi-skilled label hides missing electrical, access or confined-spaces evidence for likely faults.
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
Test the rota, not the whole payroll
Build each out-of-hours rota as a named team, assign the emergency and reactive task requirements your process expects, and review missing or soon-to-expire records before the rota goes live. Re-check when someone swaps onto the roster.
A practical record structure
- Rota period, shift and named cover list
- Likely task requirement set
- Current evidence for each person on the rota
- Soon-to-expire items inside the rota window
- Deputy cover when a key record will lapse
Keep the decision with the responsible team
FieldClear does not accredit standby teams, authorise out-of-hours work or give legal advice on emergency response competence. 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.