There's nothing worse than turning up to a new site at 7:30am and finding out one of your lads can't get through the gate because his CSCS card ran out last month. Or a main contractor asking for copies of everyone's tickets before Monday, and you're digging through WhatsApp photos from three years ago.
For small contractors, keeping on top of cards and training certificates is rarely about not caring. It's about time. You've got jobs to price, materials to order and work to do. Paperwork slips.
This guide covers what you need to track, why it matters, and a simple system that works for a team of two to twenty.
Why tracking training matters
Most commercial and many larger domestic sites will ask to see proof of training and competence before letting people start. A CSCS card (or a card from a partner scheme) is often the first thing checked at the gate.
Beyond site access, it's about running your business properly. HSE's guidance for contractors under CDM 2015 says contractors must check that the workers they employ or appoint have the skills, knowledge, training and experience to carry out the work, or are in the process of getting them. Keeping clear training records is the practical way to show you've done that.
And there's the money side. An expired card can mean a wasted day, a lost day's labour, and a client who starts to wonder how organised you are.
What you should be tracking
Start by listing every person who works for you regularly, including any self-employed subbies you bring onto your jobs. For each person, record:
Site access cards
- CSCS card or partner scheme card (such as CPCS or NPORS for plant operators)
- Card type and level
- Card number
- Expiry date
Trade and task-specific training
- PASMA (mobile towers)
- IPAF (MEWPs)
- Abrasive wheels
- Asbestos awareness
- Manual handling
- Working at height
- First aid at work or emergency first aid
- SSSTS or SMSTS if they supervise or manage sites
Other records worth keeping
- Inductions completed
- Toolbox talks attended
- PPE issued, such as harnesses, which have their own inspection and replacement dates
Not every person needs every course. A bricklayer and an electrician will have very different lists. The point is to have a clear picture of what each person holds and when it runs out.
The common ways small firms track it (and where they fall down)
Photos on your phone. Quick to capture, impossible to search. You won't get a reminder when anything expires, and if you change phones, they may be gone.
A folder in the van. Works until it gets wet, lost or left at home on the day you need it.
A spreadsheet. Much better. You can sort by expiry date and see what's coming up. But it relies on someone remembering to open it, keep it updated and actually check it. Spreadsheets also don't hold the certificate itself, so you still need the photos somewhere else.
Relying on the workers. Some firms leave it to each person to keep their own cards in date. That's fine until someone forgets, and then it's still your problem on the day.
A simple system that works
Whatever tool you use, the system matters more than the software. Here's a straightforward approach.
1. Get everything in one place
Collect copies of every card and certificate for every team member. Ask for clear photos of both sides of cards. Do it once, properly, and you'll thank yourself later.
2. Record the expiry date, not just the certificate
A photo of a certificate is evidence. The expiry date is what you need to manage. Make sure every record has its expiry date noted clearly, and flag any qualifications that don't expire so you're not left guessing.
3. Set warnings well before the expiry
Renewing a CSCS card can involve booking a test or completing a course, and training courses can be booked up weeks ahead. Aim to get a warning at least two to three months before anything runs out, so there's time to sort it without panic.
4. Check before every new job
Before you start on a new site, check the cards and training needed for that job against the people you're sending. Some sites have specific requirements, such as a certain card level or particular training for plant.
5. Review regularly
Set a regular slot, perhaps the first Monday of each month, to look at what's expiring in the next 90 days. It takes ten minutes and saves a lot of hassle.
6. Keep it up to date when people join or leave
When someone new starts, collect their cards and certificates on day one. When someone leaves, archive their records rather than deleting them, in case you need to refer back to them later.
Checking cards are genuine
It's worth checking cards rather than just glancing at them. CSCS offers ways to check cards, including its Smart Check app for scanning cards. Check the CSCS website for the latest information on card types, renewals and how to check a card.
Make it easy to share
Main contractors and clients often ask for training details as part of your RAMS or pre-start paperwork. If your records are organised, you can send what they need quickly instead of scrambling to pull it together. It also makes a good impression. A contractor who can send a tidy list of their team's training straight away looks like a contractor who has their act together.
How DutyDocs helps
DutyDocs includes a training records module built for this exact problem. You can store certificates for each person and get warned before they expire, so a lapsed card doesn't catch you out at the site gate. You can also keep a PPE register with expiry date alerts, record toolbox talks with attendees, and keep your RAMS, risk assessments and COSHH records in the same place.
Because DutyDocs runs on your phone, you can add a new starter's tickets while you're stood on site, even if signal is patchy, thanks to offline support. When a client or site manager asks for paperwork, you can export PDFs to email or share. On Pro, cloud sync and team collaboration mean the records aren't stuck on one person's phone.
Get your team's training sorted
If you're still chasing expiry dates through photos and spreadsheets, try a simpler way. DutyDocs Pro is £19.99 a month and comes with a 7-day free trial, enough time to add your team's cards and certificates and see the expiry warnings for yourself. Start your free Pro trial at DutyDocs.