Who can do this
Everyone sees status. Managers see it for their own department.
Step 1: The four statuses
Every operative has one status, worked out from their records every time you look. Nobody sets it by hand.
- Site ready (green): every required ticket and site-gating training is in date.
- Expiring (amber): still cleared, but a required ticket or site-gating training runs out within 30 days.
- Not cleared (red): a required ticket or site-gating training is missing or expired.
- Incomplete (grey): no tickets recorded yet, or nothing is required of them yet (their job role needs no tickets, and none are required of everyone). Either way, QualTrack can't say they're cleared.
Illustration: Four status cards: site ready in green, expiring in amber, not cleared in red and incomplete in grey, each with a one-line rule. Step 2: Only required tickets decide it
Status follows the tickets each job role needs, the tickets everyone needs, and site-gating training. Any other ticket shows on the Passport and still gets reminders, but never changes status.
So anyone whose job role needs no tickets, when nothing is required of everyone and no training is site-gating, shows as incomplete, even with every ticket in date: there's nothing to clear them against. Choose the tickets each job role needs in Settings, Job roles.
No expiry date, no clearance: a ticket recorded without one doesn't count, unless its type never expires.
Step 3: Where you'll see it
On Operatives, every card has a coloured dot, and the filters along the top show one status at a time. The Overview counts each status and lists everyone not cleared, with the ticket or training that's the problem.
Illustration: The operatives list filters: all, site ready, expiring, not cleared and incomplete, with not cleared highlighted, above two operative cards with coloured status dots. Step 4: Find out why on the Passport
Each Passport carries a status stamp dated today. Missing required tickets come first, with a dashed outline, then every ticket with its expiry and days remaining, then training.
Booking a course doesn't clear anyone. They're cleared once the new ticket is recorded.
Illustration: An example Passport for Priya Raman: an expiring status stamp, her tickets with expiry dates and days remaining, and her training.
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.