Who can do this
Owners and admins can record tickets for anyone; managers for operatives in their own department. Viewers can see tickets and certificates but not change them.
Step 1: Open the operative's Passport
Find them on Operatives and open their card. Choose Add ticket at the top.
A required ticket they don't have yet shows in the list with its own Add ticket link, with that ticket already chosen.
Illustration: The top of a Passport with the add ticket button highlighted, and a missing required ticket in the list with its own add ticket link. Step 2: Fill in the ticket
Choose the Ticket type, then add the Card number, Issue date and Expiry date. If the type always lasts the same time, you can leave the expiry blank and it's worked out from the issue date.
Add the Certificate if you have it: a PDF, JPG or PNG up to 10 MB. Then choose Add ticket.
A phone photo of the card is fine. Big photos are shrunk before they upload.
Illustration: The add ticket form with ticket type, card number, issue and expiry dates and a certificate file chosen, and the add ticket button highlighted. Step 3: Record a card check
Under the ticket on the Passport, choose Record a card check. Check the details against the card or its register, choose how you checked it, such as CSCS Smart Check, SWQR register or Card seen in person, and choose Record card check.
The Passport then says who checked it, how and when. A check is a record, not a status: it never changes whether someone is cleared.
Change the card number, expiry date or ticket type and the check is cleared. New card, new check.
Illustration: The record a card check page with the ticket's details and the ways to check it, SWQR register chosen, and the record card check button highlighted. Step 4: When a ticket is renewed
Choose Edit ticket and put in the new expiry date and card details, or add the new card as a new ticket. Either way, the one with the latest expiry is the one that counts.
Only use Delete ticket for a ticket added by mistake.
Illustration: A ticket on the Passport showing its expiry date and days remaining, a line saying it was checked on the SWQR register, and links to view the certificate, edit the ticket and record a card check.
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 7 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.
