Who can do this
Owners, admins and managers add operatives one at a time; managers add them to their own department. Importing a spreadsheet is for owners and admins.
Plan
Importing a spreadsheet is on the Professional plan and above, and during the free trial.
Step 1: Open operatives
Choose Operatives in the menu. To add one person, choose Add operative. To bring in a spreadsheet, choose Import spreadsheet.
Illustration: The top of the operatives page with the import spreadsheet and add operative buttons, add operative highlighted. Step 2: Add one operative
Only Full name is needed. Add a Job role so the right tickets are required, and an Employee ref if you use staff numbers. Mobile number and Email are where their own reminders go, if you switch those on.
Fill in Employed by for subcontractors and agency staff, and leave it blank for your own. Then choose Add operative. Their Passport opens, ready for tickets.
Leave out National Insurance numbers and dates of birth. QualTrack doesn't need them, so don't keep them.
Illustration: The add operative form with full name, job role, employee ref, mobile number, email, start date, employed by and department, and the add operative button highlighted. Step 3: Or import the spreadsheet you use now
On Add operatives, choose Upload my spreadsheet, then your Excel workbook or CSV, and Check file. QualTrack finds the tab with your operatives and the row with your headings, works out what each column holds, matches your ticket, training and job role names to yours, and checks every row. It only stops to ask when it needs you: a column it couldn't place, shown in Match the columns, where you choose where it goes, or Don't import.
A tracker with a column of expiry dates for each ticket works too: those columns are set to Expiry dates for the ticket in the heading. Every operative needs an employee ref, so add a column of them first if your spreadsheet hasn't got one.
Dates Excel holds as dates are read exactly. If dates typed as text could be read either way round, like 04/05/27, you choose Day first or Month first. QualTrack never guesses: when a date like 25/03/27 settles it, it carries on.
Would you rather start clean? Choose Use your template, then Download the template, and fill it in, one row per ticket or training record. Only a handful of people? Add them one at a time takes you to the add operative form.
Illustration: Matching the columns of a spreadsheet: each column with where it goes, two ticket columns marked Suggested, and day first chosen for the dates. Step 4: Answer what it asks, and check the matches
Whether you uploaded the template or your own spreadsheet, the check screen asks only what it needs from you, as numbered questions. If your spreadsheet has job roles you haven't set up yet, check the name each will have in QualTrack (change any you want to, and untick any you don't want), then choose Add these job roles, or Import without job roles. Adding them changes nobody's status until you choose the tickets each one needs. If a name could be one of several of yours, like Induction, choose which, add it as a new one under the name you type, or don't import it.
Everything else is under Done for you. Claude's matches, like CSCS expiry to your CSCS card, are there: choose Show all to check them, change any that are wrong, then tick I've checked Claude's matches. A ticket or training name that isn't in your ticket or training types isn't imported unless you pick which of yours it is, or add it as a new one. For your own spreadsheet, choose Change how the columns were read to change where a column goes.
The suggestions come from Claude, an AI model, which only sees the column headings and these names, never the cells: no names, card numbers or dates.
Illustration: The check screen for a spreadsheet: a question asking which training type Induction is, Claude's matches under Done for you with the I've checked Claude's matches box highlighted, and the one column left out. Step 5: Check the file, then import it
Every row is checked as soon as the names are matched, before anything is saved, and See every row shows them. Rows with errors are skipped: choose Show them to see why, or download an error report to fix them.
When it says Ready to import, choose the import button, which says what it will add, like Import 18 new operatives and 42 tickets. It all goes in together, or not at all.
Added job roles? Go on to Choose required tickets: until a role needs tickets, an expired one won't stop its operatives showing as site ready. Upload the same file twice and nothing doubles up.
Illustration: The import check: Ready to import, what will be added, one row that can't be imported, the import button highlighted, and the rows below, each marked ready to import or with an error.
Still stuck? Email us and a real person will help. Tell us which guide and step you're on and what you can see. support@qualtrack.co.uk
Checked against the app on 10 Oct 2026. The pictures in these guides are drawings of the app, so the details on your screen may look a little different. The steps and button names are the real ones.
