Before the inspection,
StaffClock knows.
Stop finding out the day the inspector arrives.
CSCS cards, DBS checks, SIA licences, food hygiene certificates — tracked with escalating alerts at 30, 14, 7, and 1 day before expiry. Right-to-Work civil penalties can reach £60,000 per worker for repeat breaches. StaffClock: from £19/month.
✅ 30-day free trial ✅ Export & deletion controls ✅ Cancel any time
The £45,000–£60,000 problem
A spreadsheet doesn't call you when a visa expires. The Home Office doesn't call you before they arrive.
Since 13 February 2024, civil penalties can reach £45,000 for a first breach and £60,000 for repeat breaches — per illegal worker. The employer guide puts the follow-up check and evidence burden on you. Your defence depends on proving you carried out the required checks.
You have five workers on time-limited visas. One expired in March. You meant to chase it — but the spreadsheet just sat there. An officer asks for your right-to-work records, and there is no timestamped evidence you ever re-checked. The civil penalty framework allows up to £45,000 per illegal worker for a first breach, and £60,000 for repeat breaches. The statutory excuse depends on evidence that you checked on time. A spreadsheet is easy to forget and hard to audit.
The problem, in their own words
People Management"There were no red flags. It's left a huge hole in our cash flow at a time when retail is already struggling."
Mark SullivanOwner, Big Fry Fish & Chips — reported by People Management after an illegal-working penalty
Federation of Small Businesses"Employers aren't immigration officers. We need a system that recognises genuine mistakes rather than punishing them with crushing fines."
Craig BeaumontExecutive Director, Federation of Small Businesses — responding to illegal-working civil penalty concerns
Where an employee has time-limited permission, the employer guide says a follow-up check should take place on or before that permission ends.
Why we built StaffClock
We kept seeing the same pattern: a business owner ran the initial check correctly, logged it somewhere, and assumed that was enough — only to discover later that their spreadsheet had gone quiet while the clock kept ticking. StaffClock exists to make those follow-up dates visible before they become an avoidable risk.
No government reminders
The employer guide puts follow-up checks for time-limited permission on the employer. StaffClock turns those dates into a visible reminder schedule.
Spreadsheets fail silently
A spreadsheet sitting in a folder on someone's desktop doesn't send you alerts, doesn't escalate when ignored, and doesn't produce a timestamped audit trail. It just goes out of date.
High staff turnover adds risk
Construction, care, hospitality and security all have high churn. Every new starter is another expiry date to track. As headcount grows, the odds of a missed re-check multiply.
Simple by design
Three steps to full compliance confidence
Add your team
Enter staff names and their credential types, or import from your existing spreadsheet via CSV. StaffClock is designed so small teams can get their first dashboard quickly.
We track & remind
Escalating email alerts at 30, 14, 7, 1 days — then daily until resolved. Nothing falls through the cracks.
Stay inspection-ready
Every check and renewal is timestamped and logged. Export your inspection-ready audit trail in one click — for Home Office visits, CQC inspections, or SIA compliance.
The alert that won't let you forget
Once it's on your radar, it stays on your radar — until it's resolved.
Most tools send one reminder and go quiet. StaffClock escalates. When something is overdue, daily alerts continue until you mark it renewed. That's not a bug — it's the entire point.
Guided setup
Here are the first setup steps
StaffClock is designed for a simple start: sign in, import or add staff, then review the first dashboard.
Sign up with your email
Enter your business name and email. We send a magic link — no password to set up or remember.
Import your existing staff list
Upload your current spreadsheet as a CSV — we map the columns and populate your dashboard automatically. Or add staff one by one if you prefer.
Your dashboard is live
Red/amber/green. You can see at a glance who needs attention. The first reminders will go out automatically within 24 hours.
Exactly what the reminders look like
Clear, actionable alerts — not vague notifications
Every reminder tells you exactly who, what credential, and how many days remain. They escalate automatically — so if it's ignored at 14 days, another arrives at 7, then 1, then daily. Nothing goes quiet until it's resolved.
- Sent to you and an optional second inbox (your ops manager, HR)
- Each email links directly to the staff member's record — one click to update
- The moment you mark it renewed, reminders stop — no manual toggling
Hi [Your Name],
One of your team's credentials needs attention soon:
If not resolved, we'll send another reminder in 7 days, then daily from expiry.
Built for UK businesses
Every credential type that matters to your sector
- CSCS card (commonly requested on construction sites)
- Right-to-Work re-check & visa expiry
- Gas Safe registration
- First-aid certificate
- Public-liability insurance
CSCS cards expire every 5 years. A lapsed card means your worker can't get through the site gate — and you can't replace them fast.
- Right-to-Work re-check & visa expiry
- DBS check renewal
- First-aid certificate
- Manual handling training
- Other certifications
Care providers need clear staff records when regulators or commissioners ask questions. StaffClock keeps Right-to-Work dates, DBS renewals, and reminder history together for quick review.
- SIA licence (required for licensable security roles)
- Right-to-Work re-check & visa expiry
- CSCS card (dual-licensed operatives)
- First-aid certificate
SIA licences expire every 3 years. Deploying someone without the right active licence can create regulatory and commercial risk. Track SIA, Right-to-Work, and optional sector credentials on the same dashboard.
- Right-to-Work re-check & visa expiry
- Food hygiene certificate (Level 2/3)
- Personal Licence renewal
- First-aid certificate
Works for zero-hours and seasonal rotas — staff leaving and joining doesn't create admin chaos. When someone leaves, archive them in one click. When they rejoin, reactivate.
Everything you need, nothing you don't
Designed for busy business owners, not HR departments
Traffic-light dashboard
Red, amber, green — your team's compliance status in one glance. No training needed. Log in once a week or once a day — it's always up to date.
The alert that won't stop
30, 14, 7, 1 day — then daily until resolved. No silent misses. The only way to stop the alerts is to do the re-check. That's the point.
One-click audit export
Download a timestamped CSV of every check, renewal and reminder. Use it as supporting evidence when a Home Office inspector, CQC auditor, or commissioner asks how your records are maintained.
Bulk CSV import
Already have a spreadsheet? Upload it and we populate your dashboard automatically. Switch from any spreadsheet in minutes — no manual re-entry.
RTW re-check logic built in
List A, B1, B2 — we compute the re-check date automatically from the visa type and leave expiry. No manual maths, no compliance guesswork.
No password headaches
Magic-link login — just enter your email and click the link we send. Secure, simple, nothing to remember.
Your risk in numbers
How does £49/month compare to your actual risk?
Move the slider to match your team — and see exactly what's at stake.
Simple, honest pricing
Plans that scale with your team.
From solo operators to multi-site businesses. A single civil penalty can cost far more than a reminder system.
Billed monthly
Billed £190/year · save £38
Start free trial Start free trial30-day free trial · no card required
- All credential types
- Reminders at 30, 7 & 1 day
- Audit trail export
- 1 admin user
Billed monthly
Billed £490/year · save £98
Start free trial Start free trial30-day free trial · no card required
- All credential types + custom
- Full escalating reminders (30/14/7/1d + daily)
- Inspection-ready audit trail
- CC email for site managers
- Custom reminder thresholds
- 3 admin users
Billed monthly
Billed £1,290/year · save £258
Start free trial Start free trial30-day free trial · no card required
- Unlimited staff members
- Everything in Growth
- Unlimited admin users
- Priority support
All prices exclude VAT · No contracts · Cancel any time · See full comparison →
Common questions
Everything you need to know before signing up
We already use a spreadsheet — what's the difference?
A spreadsheet doesn't email you when something is about to expire. It doesn't escalate if you miss the first warning. It doesn't produce a timestamped audit trail that proves you took action. StaffClock does all three — automatically, every day, whether or not you remember to open it.
You can also import your existing spreadsheet via CSV in under a minute, so switching takes no time at all.
How long does setup actually take?
Setup is designed to be quick. If you have a clean existing spreadsheet, upload it as a CSV and your dashboard populates automatically. If you're starting fresh, adding each staff member and their credentials only takes a short form.
What happens when a staff member leaves?
Archive them in one click. Their records and audit history are preserved (important if the Home Office asks about a former employee's RTW), but they stop generating reminders and won't count towards active staff. If they rejoin, reactivate them just as easily.
Is this GDPR-compliant? Where is our data stored?
StaffClock provides GDPR-supporting controls including export, deletion, and a Data Processing Agreement. We act as a Data Processor under your control — we only process the staff data you provide, and only for the purpose of running reminders.
What credential types can I track?
Any expiry date you want. Built-in types include: CSCS card, SIA licence, Right-to-Work re-check, Visa, DBS check, Food Hygiene Certificate, Gas Safe registration, First Aid, Personal Licence, and Public Liability Insurance. You can also add custom credential types for anything specific to your business.
Will this audit export actually satisfy a Home Office or CQC inspector?
StaffClock is a record-keeping and reminder aid — not a legal guarantee. However, the audit export records check dates, expiry dates, renewal dates, and reminder history with timestamps. That can support your evidence pack when you need to show reasonable steps under the Immigration, Asylum and Nationality Act 2006.
We strongly recommend retaining copies of the original documents (passport, visa, share code result) alongside the StaffClock export.
Can I cancel at any time?
Yes, at any time, no questions asked. Cancel from your account settings and billing stops at the end of your current period. Your data remains accessible for 30 days after cancellation so you can export everything. No contracts, no lock-in.
One missed Right-to-Work follow-up can be expensive.
StaffClock: from £19/month.
Every day without StaffClock is a day your spreadsheet is quietly failing you. Start your free 30-day trial — import your team in minutes.
Protect your business — start free today