Who can do this
Managers send packs for the operatives in their own department. Viewers can't send or see packs.
Plan
On the Professional plan and above. During a free trial, choose a plan first.
Step 1: Choose who's going
On Operatives, search or filter the list down to the people going to the job, then choose Send to a client. Everyone on the list comes ticked.
Sending for one person? Open their Passport and choose Send to a client under Pre-start packs.
Anyone not cleared or expiring is marked under Who's going, so you can sort it out before the client sees it.
Illustration: The operatives list filtered to one department, four operatives all site ready, with the send to a client button highlighted. Step 2: Say which job it's for
Under The job, fill in Client and Site or job. Add the Start date and QualTrack warns you about any ticket that runs out during the job.
Your job number and Client's reference are optional. They go on the email, the pack and the name of every download, so the client's paperwork matches yours. You can change them after sending.
Illustration: The send to a client page: four operatives under who's going, and the job section filled in with the client, start date, site, job number and client's reference. Step 3: Choose who gets it and for how long
Under Send to, type the client's email. Add another email adds more people, up to five.
Under Who can open it, keep Only the people I send it to, or let anyone at the client's company open it when their safety team share the checks. Either way, each person gets a code at their own work email before it opens. Free email addresses, like Gmail, can't be used for a whole company.
Under Link works for, pick 7, 14 or 30 days, or Choose a date up to 90 days ahead.
Illustration: The send to, who can open it and link works for sections: the client's email filled in, only the people I send it to chosen, and 14 days picked. Step 4: Choose what's included and send it
Every pack shows each operative's status, current tickets with card numbers, expiry dates and card checks, and the training needed for site. Under What they get, choose whether to add Certificate and card copies, Photos and Other training.
Then choose Send link to 1 person (the number is however many people you're sending to). Each person gets their own link by email. Nothing is attached.
Mobile numbers and email addresses are never in a pack.
Illustration: The what they get section with certificate and card copies and photos ticked, and the send link to 1 person button highlighted. Step 5: What the client sees
The client opens the link and chooses Email me a code. Once they type the 6-digit code and choose Open the pack, it opens on that device. Ticking Remember this device for 30 days (or until the pack ends) saves them typing a code each time.
They see everyone's status and tickets as they are that day, with View copy and Download on each certificate, and Download everything (zip) for the lot, a folder per person. Every copy is stamped with who it was shared with, your company's name, the date and your references.
A forwarded link is no use to anyone else: the code goes to the person it was sent to.
Illustration: A pre-start pack as the client sees it: four operatives all site ready, Priya Raman's tickets with card numbers, expiry dates and view copy links, and a downloaded EUSR card stamped with who it was shared with. Step 6: Keep an eye on it
Choose Pre-start packs in the menu to see every pack with its references and how often it's been opened. Anything that needs a look is listed under the pack: someone not cleared, a ticket running out before the link ends, or a pack nobody has opened after two days.
Open a pack to see who opened it and what they downloaded. From there you can Change references, Change last day or Send to someone else. Stop sharing stops every link at once.
A pack reads your records each time it's opened, so a ticket you renew today shows on it today. Packs are deleted 13 months after they end.
Illustration: A sent pack's page: live until a date in two weeks, the job and client, the stop sharing button highlighted, its details with both references, and the change references and change last day buttons.
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 9 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.
