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Everything QualTrack does

Every operative's tickets and training in one place, who is cleared for site worked out every morning, and a reminder before anything runs out. Here's each part in detail.

The Operative Passport

One page for each operative, with everything on it.

Every ticket they hold, the card numbers, the certificate photos and their training history, with a status at the top that comes from the dates and nothing else. When a client asks for proof, export it as a PDF, or send them a pre-start pack. The PDF looks the same as the page, so there are no surprises.

  • The tickets their job role needs are listed first, and a missing one is called out
  • Certificates open from the page, through links that expire after a few minutes
  • Older tickets stay on record, so you can see when a card was last renewed
  • Upcoming bookings show on the page but never on the PDF, so a client can't read “booked” as cleared
  • Every PDF carries a QR code that shows today's status, so an old copy never passes for a current one

Ashdown Utilities Ltd

Operative passport

QualTrack

Priya Raman

Team leader

Employee ref
AU-0417
Department
Reading
Start date
03 Mar 2021
Tickets held
7

Expiring

as of 13 Oct 2026

Tickets and qualifications

  • Confined Space (Medium risk)

    City & Guilds, Card 6091 4472

    Card seen in person, 22 Oct 2023, by Claire Whitmore

    19 Oct 2026

    6 days remaining

  • Cat and Genny (cable avoidance) (not required)

    Radiodetection

    13 Feb 2027

    123 days remaining

  • EUSR SHEA Water

    EUSR, Card 1057 2231

    17 Jun 2027

    247 days remaining

  • National Water Hygiene

    EUSR, Card 1057 2231

    17 Jun 2027

    247 days remaining

  • First Aid at Work

    St John Ambulance

    03 Dec 2027

    416 days remaining

  • NRSWA Supervisor

    SWQR, Card 22 981 04

    Checked on the SWQR register, 02 Mar 2024, by Claire Whitmore

    28 Feb 2029

    869 days remaining

  • CSCS Blue (Skilled Worker)

    CSCS, Card 0342 7715 9

    22 Aug 2030

    1409 days remaining

Training

  • Manual handling refresher (site-gating)

    Completed 26 Mar 2024 by Ashdown HSE

    Refresh by 26 Mar 2027

    164 days remaining

  • Site induction (site-gating)

    Completed 28 Jan 2026 by Site manager

    Refresh by 28 Jan 2027

    107 days remaining

  • Toolbox talk: working near overhead power lines

    Completed 16 Sept 2026 by S. Okafor

    Refresh by 16 Sept 2027

    338 days remaining

Status is live as of this page load. Check again before allocating to site.

Pre-start packs

Send the client everything before you turn up.

Most clients want to see tickets and certificates before anyone sets foot on their site. Pick who's going, type the client's email, and QualTrack sends them a link to a pre-start pack: each operative's status, the tickets their job role needs with card numbers and expiry dates, site-gating training, and a copy of every certificate and card.

Nothing is attached, so nothing goes out of date in someone's inbox. The pack reads your records each time it's opened, and it stops working on the day you choose, or the moment you stop sharing it.

  • Opening it needs a code sent to the client's email, so a forwarded link is no use to anyone else
  • Every certificate they download is stamped with who it was shared with and when
  • Your job number and their reference on the email, the pack and every download
  • See who opened it and what they downloaded, and which tickets run out before the job ends
  • Contact details are never in it, and leavers drop out on their own

An example pack as the client sees it, and a downloaded certificate with its stamp.

Site cards

A card for every operative, verifiable on site.

Print a card for each operative. Anyone who scans its QR code, a supervisor or a client's inspector, sees that day's status, photo, tickets and training on their phone. No app, no login.

Every scan checks expiry dates live, so the status is always current. The page shows a ticking clock, so a screenshot of last month's check won't fool anyone.

  • Contact details, card numbers and certificates never show, only what a site gate needs
  • Lost card? Replace it from the Passport and the old one stops working at once
  • Your logo on every card and check page, and who the operative works for, subcontractors included
  • See when each card was last scanned, so you know the checks are happening

An example card on its lanyard, and the page it opens. Scanning this one opens our website.

Reminders

Reminders that go out whether or not anyone remembers.

The check runs every morning. Anything expiring in 90, 30 or 7 days, or today, goes by email and SMS (if your plan includes SMS) to the people you've chosen.

Department managers only hear about their own people. Owners get a short summary on Monday of who isn't cleared and who is about to lapse. Operatives can get their own reminders too.

An example reminder, exactly as the app sends it.

Bookings

Book the course from the same screen, and know whether it's in time.

When a ticket or a site-gating training record is due, book the renewal or the session for one operative or the whole team. As you pick the date, QualTrack checks it against each person's expiry and tells you if they'd be off site in between. The Overview keeps a list of renewals to sort out: results to record, people booked after their ticket runs out, and anything required that's due within 60 days with nothing booked yet.

A booking doesn't clear anyone. Someone stays not cleared until the new ticket or the training is recorded, and the reminders carry on until it is. Operatives are told when they're booked, if it changes, the day before, and if it's cancelled. Each email carries a calendar invite, so one tap puts the course in their Outlook, Google or Apple calendar, and it moves or comes out if the booking does.

Book a course or session

Renewal of
Confined Space (Medium risk)
For
Priya Raman, Lewis Grant, Jade Thornton
Course dates
26 to 27 Oct

Priya Raman: Not cleared 20 to 26 Oct unless the course moves. Her current ticket expires 19 Oct 2026.

Renewals to sort out

Book a course or session
  • Sam Okafor · NRSWA SupervisorCourse 8 to 9 Oct, result needed
  • Priya Raman · Confined Space (Medium risk)Booked 26 Oct, after expiry
  • Mark Ellison · First Aid at Work, expires 24 OctNot booked
  • Tom Aldridge · CPCS A59 360 ExcavatorPassed, new ticket not recorded

Next 7 days

  • Thu 15 OctSite induction, 6 operatives
  • Sat 17 OctEUSR SHEA Water course, Lewis Grant
  • Mon 19 OctToolbox talk: avoiding underground services, 9 operatives

Training

Your own training, tracked separately from tickets.

Tickets are the cards operatives generally earn elsewhere, like NRSWA or CSCS. Training is what you run yourselves: inductions, toolbox talks and refreshers. QualTrack keeps the two apart but tracks both the same way, with refresh dates and reminders before they run out. Any training you make mandatory counts towards who is cleared for site, just like a required ticket.

Book a session for everyone who needs it in one go. Afterwards you tick who attended, and the training is recorded for each of them, with one signed attendance sheet for the group.

The training matrix shows every operative against every type of training on one screen. It's built from the records each time you open it, so it's always up to date and nobody has to maintain it. Export it as a spreadsheet or a PDF when a client or auditor asks.

OperativeCompany inductionSite induction · site-gatingAvoiding underground servicesExcavation safetySlips, trips and fallsTraffic management and signingWorking near overhead power linesManual handling refresher · site-gating
Aisha BelloIn dateIn dateNot recordedIn dateIn dateNot recordedIn dateIn date
Danny WhitlockIn dateIn dateIn dateExpiredIn dateIn dateNot recordedIn date
Jade ThorntonIn dateIn dateExpiring within 30 daysIn dateNot recordedIn dateIn dateIn date
Lewis GrantIn dateIn dateIn dateIn dateIn dateNot recordedIn dateIn date
Priya RamanIn dateIn dateIn dateIn dateIn dateExpiring within 30 daysIn dateIn date
Sam OkaforIn dateIn dateIn dateIn dateExpiring within 30 daysIn dateIn dateIn date
Tom AldridgeIn dateExpiredIn dateIn dateIn dateIn dateNot recordedMissing (site-gating)
  • ✓ In date
  • ! Expiring within 30 days
  • ✕ Expired
  • ? Missing (site-gating)
  • Blank not recorded

Departments and roles

Give managers their own department, and the office the whole picture.

Split operatives into departments, each with a manager who can add and update their own people and nobody else's. Their reminders, exports and certificate files follow the same lines. Viewers, like a site manager, can see and export everything but change nothing. That includes everyone's contact details, so viewer logins are for your own people: a client gets a pre-start pack or scans site cards instead.

Owner

Everything, including billing and who's on the team. There's always at least one.

Admin

Runs the account day to day: operatives, departments, ticket types, job roles, the team.

Manager

Adds and edits operatives, tickets and training in their own department only.

Viewer

Reads everything, exports anything, changes nothing.

Import the spreadsheet you use now

Upload the Excel workbook or CSV as it is, even a matrix with a column of expiry dates for each ticket. QualTrack suggests which column is which and matches your ticket names, you check each match, and every row is checked before anything is saved. Rather have help? Book a free import call.

Search in plain English

Type “groundworkers whose NRSWA runs out before Christmas” and the list filters to match, with each filter shown so you can check or remove it. A name is searched as normal.

Subcontractors too

Record who each operative is employed by, so agency staff and subcontract gangs are tracked the same way as your own.

Certificates stay private

Certificates are stored privately and only opened through links that expire after a few minutes.

Exports when you need them

Operatives, tickets and the training matrix as CSV or PDF, and every Passport as a PDF.

Made for the UK

UK dates, data held in London, billed in pounds.

QualTrack

No expired tickets. No Monday surprises.

Add your operatives this afternoon and the first reminders go out tomorrow.

Start a 30-day free trialEmail support

No card needed. A person reads the email.