Automate CSCS, CPCS and SMSTS renewals: simple rota holds and reminders that keep sites compliant featured image
Hiring, Training & HR

Automate CSCS, CPCS and SMSTS renewals: simple rota holds and reminders that keep sites compliant

TrainAR Team 1 month ago 5 min read

Automate CSCS, CPCS and SMSTS renewals: simple rota holds and reminders that keep sites compliant

Compliance automation flow showing inputs (CSCS, CPCS, SMSTS, Right to Work), a workflow box for expiry reminders and rota holds, and outputs to WhatsApp/SMS and rota flags

Who this is for

Construction owners, site managers and HR/admins who juggle CSCS cards, CPCS blue cards, SMSTS certificates and Right to Work checks across mobile crews. If you are already using a training matrix or spreadsheet, this shows how to add light automation so renewals are chased automatically and expired items block rota assignment until fixed.

  • Category: Hiring, Training & HR
  • Niche: onboarding, compliance automations, rota planning

Quick answer

You can keep sites compliant with a lightweight setup:

  • Keep one source of truth (a training matrix) that stores card types, numbers and expiry dates per worker.
  • Run a daily automation that:
    • Sends WhatsApp/SMS reminders 60, 30, 14, 7 and 1 day before expiry.
    • Flags any expired or missing item in your rota with a red badge and prevents assignment to plant or supervision shifts.
  • Give managers a one-click link to upload evidence and update the matrix. Once validated, the rota flag clears automatically.

See our free template for the matrix and reminders in this article: Training matrix template for construction.

How it works (simple flow)

  1. Data
  • Worker record holds: full name, mobile, role, site, supervisor, and the compliance bundle:
    • CSCS: card type and expiry
    • CPCS: blue card category codes and expiry (CPD renewal now via NOCN Hub)
    • SMSTS: certificate issue and expiry
    • Right to Work: document share code date or permitted check date
  1. Automation job (runs nightly)
  • Looks ahead 90 days for expiring items
  • Queues messages to workers and their line managers
  • Writes status back to your rota system: ok, due, expired
  1. Rota guard
  • If status = expired on any mandatory item for the shift type, the person cannot be allocated to that shift until evidence is updated

Step-by-step setup

Step 1 — Build a clean training matrix

Use our matrix as a starting point: Training matrix template for construction. Add columns for:

  • Worker, role, mobile, manager
  • CSCS type, number, expiry
  • CPCS categories (e.g., A17 Telehandler) and expiry
  • SMSTS expiry
  • Right to Work check date / share code check date

Store the file in a shared drive so managers can update it.

Step 2 — Set reminder timings

A practical UK schedule:

  • 90, 60, 30, 14, 7 and 1 day before expiry
  • Same-day alert when an item flips to expired

Step 3 — Choose your message route

  • WhatsApp Business or SMS both work. The key is deliverability and audit trail.
  • Include a link to upload proof (photo/PDF) that lands in a shared folder or a simple form.

Step 4 — Add a rota rule

In your rota tool, create rules by shift type:

  • Plant operation: must have valid CPCS for the machine category and in-date RTW check
  • General site work: valid CSCS
  • Supervisory shifts: valid SMSTS

If any is expired or missing, mark the slot red and stop assignment.

Step 5 — Evidence capture and validation

  • Managers receive an email or form task to validate uploads
  • Once approved, they write the new expiry date into the matrix; the next nightly job clears the red flag

Recommended tools (official links)

Rota safeguards that actually work

  • Map shift types to mandatory evidence. Keep it simple and visible to supervisors.
  • Show status colours next to each name on the rota: green ok, amber due, red expired.
  • Add an override path only for emergencies, requiring senior sign-off and a note explaining the risk.
  • Keep an audit trail: who validated what, when, with a link to the document.

Common pitfalls and how to avoid them

  • Multiple spreadsheets: pick one live matrix and lock others to view-only.
  • Missing Right to Work audit: store copy of the online check result page and date stamp it.
  • Messages not landing: test WhatsApp vs SMS on your crews; some sites have poor data coverage.
  • CPCS specifics: from Aug 2024, renewal is via CPD on NOCN Hub rather than the old renewal test. Share the link and book time in the rota for operators to complete it.
  • CSCS timelines: you can renew six months before expiry. Costs and steps are on the official CSCS site. Avoid third-party upsells; the official fee is listed on CSCS.
  • “CSCS card renewal online cost and grace period” — see official guidance and avoid third-party fees. Useful links above.
  • “SMSTS renewal grace period and if expired” — if your SMSTS has expired, you generally need the full 5-day course again. Book the refresher before expiry via CITB.
  • “CPCS renewal CPD” — renewal now via online CPD on the NOCN Hub; ensure operators have recent HS&E tests and logbook evidence.

FAQ

How often should I run the reminder job?

Nightly is best. It keeps statuses fresh and lets you react before a weekend shift catches you out.

Do I need WhatsApp or will SMS do?

Either works. WhatsApp gives read receipts and rich links, SMS has better reach where data is patchy. Many firms run both.

What evidence should I store for audits?

  • CSCS/CPCS/SMSTS: a clear photo or PDF of the card/certificate and the renewal confirmation
  • Right to Work: the GOV.UK online check result page saved as PDF with the date and checker’s name

Can I link this to my job management or rota tool?

Most tools allow CSV import or have APIs. Start with a manual nightly export from your matrix to your rota tool. When stable, consider integrations.

Does a trainee on site need SMSTS?

No. SMSTS is for site managers and supervisors. Trainees need the appropriate CSCS and a valid Right to Work check.

Want to slash training times and increase revenue per Engineer? Join our Waitlist: https://trainar.ai/waitlist