Help Centre

Go to Staff → Add staff member and enter their name. You can then add credentials (CSCS card, DBS check, etc.) from their profile page. For multiple staff, use Import to upload a CSV.

Go to Import and download the CSV template. Fill it in with your staff names, credential types, and expiry dates, then upload. The importer accepts common date formats (e.g. 25/12/2026 or 2026-12-25). If a column heading doesn't match exactly, the smart-mapper will try to align it automatically.

Required columns: full_name, credential_type, expiry_date. Optional: rtw_basis, reference, notes, site_name.

Built-in types include: CSCS card, SIA licence, DBS check, Right-to-Work re-check, Visa/leave expiry, Food Hygiene Certificate (Level 2/3), Gas Safe registration, First Aid certificate, Personal Licence, and Public Liability Insurance. You can add any custom credential type — StaffClock tracks any expiry date.

List A workers have indefinite right to work (British/Irish citizens, settled status). No follow-up check is needed — StaffClock records the initial check with no expiry.

List B Group 1 workers have time-limited leave (e.g. a visa with a specific end date). StaffClock sets the re-check date to the leave expiry date automatically.

List B Group 2 workers are on a Share Code verification or biometric residence permit. If a leave expiry date can be derived, StaffClock uses it; otherwise the record is flagged for manual attention.

A credential shows "needs attention" (red flag, no expiry) when StaffClock cannot calculate a reminder anchor date. This happens for RTW List B Group 2 when no leave expiry can be derived from the share code. You need to add the expiry date manually from the share code verification result.

This is intentional — StaffClock never silently goes green when it can't confirm the expiry. A record without a computable expiry date is shown as red so you take action.

No. List A workers (e.g. British or Irish passport holders, EU settled status) have a permanent right to work. You only need to keep evidence of the initial check. StaffClock records these without an expiry date — no reminders will fire.

By default, StaffClock sends escalating email reminders at 30 days, 14 days, 7 days, and 1 day before expiry, then an expiry day alert. After expiry, a daily nag fires until the credential is renewed or acknowledged. You can customise which thresholds are active in Settings.

Check that: (1) the credential has an expiry date set; (2) the credential hasn't been acknowledged; (3) the reminder threshold is enabled in Settings; (4) your email isn't in the spam folder. If you have an escalation email configured, check that inbox too. Reminders run once daily.

Open the credential and click Acknowledge. This marks the credential as reviewed and stops future reminders for it. To resume reminders (e.g. after a renewal), click Unacknowledge. Alternatively, updating the expiry date via the renewal form clears unsent reminders automatically.

An inspector link is a read-only, time-limited URL you can share with an inspector or auditor. It shows a staff member's credential summary without giving access to the rest of StaffClock. Generate one from any staff member's profile page. Links expire after 7 days by default.

No. Inspector links are strictly read-only. The inspector can see the credential list, expiry dates, and status, but cannot edit, delete, or acknowledge anything.

Go to Settings → Team and enter their email address. They'll receive an invitation link valid for 7 days. Once accepted, they can log in with a magic link (no password needed). Set their role to Owner (full access including billing) or Manager (staff/credential management only).

Owners have full access: staff, credentials, settings, billing, team management.
Managers can view and update staff and credentials, but cannot change billing, invite new team members, or change organisation settings.

Yes. From any staff member's profile, click Export CSV to download their credential history. You can also export an audit log of all changes from your Settings page. StaffClock does not lock in your data — you own it.

Your data remains accessible for 30 days after cancellation so you can export everything. After that, data is deleted per our Privacy Policy. You can also request deletion at any time via our Data Subject Access Request form.