Licence & Certification Tracking — Automated Alerts Before Anything Expires.
A spreadsheet is no place to manage licences and tickets — it’s only ever current until the next expiry slips past unnoticed. Cloud SWMS holds every licence, ticket and certification in one central register and watches the expiry dates for you, firing automated alerts well before anything lapses. Workers are mapped to the roles they’re qualified for, certificates are stored against each person, and your whole workforce’s compliance status is visible at a glance. When an auditor asks for proof, a complete report for any worker or site is one click away.
Never let an expired ticket onto site again
Almost every task on a construction site depends on someone holding a current licence or ticket — a White Card to enter, a High Risk Work Licence to operate a crane or scaffold, an EWP ticket for elevated platforms, a trade licence for electrical or plumbing work. If any of those has lapsed, the worker is not qualified, your site is non-compliant, and the safety risk is real. Tracked on a spreadsheet, expiries are easy to miss until an auditor or an incident finds them for you.
Cloud SWMS keeps every worker’s licences and competencies in one live register. Tickets are captured and verified as part of induction, and the system watches every expiry date for you — sending automatic reminders well before a licence lapses so renewals happen ahead of time, not after. You can see at a glance who is qualified for what across every site and crew.
The result is a workforce whose credentials are always current and always provable. No expired tickets slipping onto site, no last-minute scrambles when a certificate is requested, and a complete competency register you can export for any principal contractor or regulator in a single click.
The Old Way vs The Cloud SWMS Way
Spreadsheets & expiry surprises
- Tracking tickets and licences in a spreadsheet nobody keeps current
- Finding out a licence expired only when an auditor asks
- Unqualified workers on high-risk tasks without anyone noticing
- Certificates scattered across inboxes and desk drawers
Automated tracking & alerts
- Every licence and ticket held in one central, always-current register
- Automated alerts fire well before anything is due to expire
- Workers mapped to roles, so you know who’s qualified for what
- Certificates stored against each worker and exported in one click
Everything you need to stay ahead of expiries
Central register
Every licence, ticket and certification for every worker held in one searchable place.
Automated expiry alerts
Get notified well before a licence lapses, so renewals happen before they become a problem.
Certificate storage
Upload and store the actual certificate against each worker, ready to produce on demand.
Worker & role mapping
Match required tickets to roles so you can instantly see who is cleared for each task.
Compliance dashboard
See your whole workforce’s compliance status at a glance, with gaps flagged clearly.
One-click export
Produce a full licence and certification report for any worker or site the moment it’s asked for.
From upload to always-current in four steps
Add licences & tickets
Record each worker’s licences and upload the certificates into the central register.
Map to roles
Set which tickets each role requires so the system knows who’s qualified for what.
Get automated alerts
Cloud SWMS watches every expiry date and notifies you before anything lapses.
Stay audit-ready
Your compliance status stays current and a full report is one click away, anytime.
Licence tracking FAQs
What licences and tickets can I track?
You can track any credential your workforce needs — White Cards, High Risk Work Licences, EWP and plant tickets, trade licences, first aid certificates, insurances and site-specific competencies. Each is stored against the worker with its expiry date so nothing falls through the cracks.
How do expiry reminders work?
The system watches every expiry date and sends automatic reminders in advance — typically at 90, 60 and 30 days — to both the worker and your safety team. That gives everyone time to renew before a ticket lapses, instead of discovering it has expired on the day.
Can workers upload their own licences?
Yes. Workers can photograph and upload their tickets from their phone during induction or at any time, so the register stays current without your admin team chasing copies. Uploaded documents are stored securely against each worker’s profile.
Does it stop unqualified workers from starting?
Because licences are verified as part of the induction and check-in flow, anyone whose ticket is missing or expired is flagged before they are cleared onto site. That means the person operating the scaffold or the EWP always holds the licence the task requires.
Can I see competencies across multiple sites?
Yes. The register gives you one view of who is qualified for what across every site, crew and contractor. You can filter by licence type to see exactly who is cleared for a task before you schedule the work.
Is the competency register audit-ready?
Every licence, upload and verification is stored with its dates. When a principal contractor or regulator asks for proof of competency, you filter by site or worker and export a complete, current register in one click — no folders, no chasing certificates.
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Book a demonstration and discover how Cloud SWMS can automate compliance, reduce administration and improve workforce visibility.