A training tracker that works out every expiry date
Record who did which course and when. The expiry date is worked out from how long the course lasts, and the list shows the newest first, with tabs for what is valid, what runs out in the next 30 days and what has lapsed.
14 days free, then from £9.99 a month, with no card needed to start.
What you enter when someone completes a course
Choose the person, choose the course and enter the date it was completed. Nothing else is required, and the expiry date fills itself in.
There is room for the certificate number, the training provider and any notes, which is the detail a customer's auditor usually wants after the date. Open a record to read them. On a wide monitor the number and the provider show in the list as well.
Dates that cannot be right are refused: a completion date after today, or an expiry date before the completion date.
The same form opens from the Add record button on the training matrix and from the Record training shortcut on the dashboard. A certificate handed to you in the yard can be entered on a phone before it goes in the folder.
- Person, course and completion date are all it needs
- Certificate number, provider and notes if you have them
How the expiry date is worked out
Each course says how many months its training lasts. The expiry date is the completion date plus that many months, so a 12-month course completed on 14 March 2026 expires on 14 March 2027.
Month ends are handled the way a person would handle them. If the day does not exist in the month the date lands in, the last day of that month is used. A six-month course completed on 31 August 2025 expires on 28 February 2026.
If the certificate in your hand shows a different date, type it in and yours is the one that is kept. For a course that never expires the date is left blank and the record reads "Does not expire".
Changing how long a course lasts affects the records you add from then on. Records already saved keep the date they have.
Four tabs: all, valid, expiring and expired
The list opens on every record, newest first, and each tab carries a count. Valid, Expiring and Expired show where your current staff stand today. They look only at the latest certificate each person holds for each course.
- Expiring is anything that runs out in the next 30 days. This is the list to book refreshers from.
- Expired is anything past its date.
- Valid is in date with more than 30 days to run, or never expires.
Two filters above the tabs narrow the list to one person or one course, which answers "what does Dave hold?" and "who has a current first aid certificate?" without building a report.
- A count on every tab
- Filter by person or by course
- The same 30 days as the training matrix and the dashboard
When a certificate is renewed
Add the new certificate as a new record. Do not type over the old one. The older record is marked "Replaced" and stays under All, so what someone held on a date in the past is still there if anyone asks.
Entering the renewal takes the same three fields as the original, and the expiry date is worked out afresh from the new completion date. The training matrix, the tabs and the dashboard all read the newest certificate, judged by its completion date.
A record entered by mistake can be deleted, after a confirmation. A course cannot be deleted while any records exist for it, so a past certificate never loses the course it belongs to.
When someone leaves
Mark the person as left on the staff list. Their training records are not deleted. They move out of Valid, Expiring and Expired, show under All with a "Left" label, and stop counting on the matrix and the dashboard. Nobody is chased to renew a ticket for someone who has gone. Each record can still be opened, with "(left)" beside the person's name.
If they come back, bring them back on the staff list and their certificates count again from that moment.
What it does not do
- It does not send reminders. No email or text goes out when a certificate is about to expire. The Expiring tab and the dashboard show it when you log in.
- It does not export a PDF or a report. The list is read on screen. If someone needs proof of one course, send them the certificate.
- It does not give staff their own login. People cannot log in to see or add their own training. Whoever runs the account enters it.
Questions people ask
How is the expiry date worked out?
From the course. Each course is set to last a number of months, and the expiry date is the completion date plus that many months. If the day does not exist in the month it lands in, the last day of the month is used, so 31 August plus six months is 28 February. You can type a different date if the certificate shows one.
What happens when someone renews a certificate?
Add the renewal as a new record with its own completion date. The earlier certificate is kept and marked as replaced, and it moves out of the Valid, Expiring and Expired tabs. The training matrix and the dashboard read the newest certificate for each person and course, so the old expiry date stops being flagged.
What happens to training records when someone leaves?
They are kept. Once the person is marked as left on the staff list, their records show under the All tab with a Left label and stop counting towards the matrix, the status tabs and the dashboard. You can still open and read each one. If the person returns, bringing them back restores everything.
Can I attach a copy of the certificate to the record?
Not to the training record itself, which holds the certificate number, the provider and notes. A scan or a photo of the certificate can be uploaded to the document register, which accepts PDFs and images, and found there by its title when someone asks to see it.
Can I record training that has no expiry date?
Yes. Leave the course's validity blank and it is treated as never expiring. Records for it show "Does not expire" and stay valid. An induction or a one-off briefing is the usual case. If one particular certificate does carry a date, you can type an expiry date on that record alone.
What is the difference between a training tracker and a training matrix?
A training tracker is the list of certificates with their dates, showing what needs renewing. A training matrix is the grid of people against courses that shows who is covered. SafetyPro360 keeps each certificate once, in training records, listed newest first with tabs for what is expiring and expired, and draws the matrix from the same records.
Have the answer ready before anyone asks.
Add your people, the training each role needs and the documents you hold. From then on, what is overdue or missing is on one screen.
14 days free, then from £9.99 a month, with no card needed to start.