How the vault, matrix and reminders work

A place to store Gas Safe, CSCS, MOT, van insurance, PAT and the rest — and an email before they lapse. The dashboard is a people × tickets grid. Company cover and the van sit on the same grid.

Small UK crews: joiners, electricians, plumbers, landscapers, mixed builders. Two people on Duo, a van crew on Crew, up to 25 on Squad, up to 100 on Cap. Main contractors who need an in-date pack are the other buyer — you print that from the vault, you don’t buy them a job suite.

No quotes, invoices, site diary, RAMS library, training LMS, CSCS applications, or exam booking. Compare shows where a job suite or H&S membership still wins those other jobs.

Create a company on Register, then start a trial on Billing — Duo 14 days or Crew 7 days, no card. Add a card before the trial ends if you want to keep the plan. Or open the demo on this device with sample data (not a cloud account until you sign in).

Account → Example data, while you are not signed in. Load the full Stone & Co example, or clear everything. Both ask are you sure you want to wipe all data first — that wipe cannot be undone on this browser.

Without a signed-in account the vault lives in this browser. Good for a look. Sign in to keep the same company on the phone and the office PC. Account says which of those you are on.

People → add. Name and email, a trade, and a start date if you want anniversary and 90-day probation pings. Plans cap how many people you can hold (2 / 11 / 25 / 100). The owner stays on the company.

Joiner, electrician, plumber, labourer, supervisor, or office. Each marks the tickets that trade usually needs. The matrix then shows missing when that person has no record for a required type this company tracks. Set the trade or the gap column stays quiet.

A tick list of types for this company. Unticked types stay off the matrix so a joiner isn’t staring at Gas Safe. Start from a trade profile (joinery, electrical, plumbing, mixed builder, landscaping) then tick extras. Records you already hold still show. Open it from Choose what you track on the dashboard matrix, or What you track.

People: CSCS, Gas Safe, ECS / JIB, SSSTS / SMSTS, First Aid, DBS, photocard driving licence, penalty points, asbestos, manual handling, working at height, IPAF, PASMA, CPCS, NRSWA.

Vehicles: MOT, vehicle tax, van insurance, van service, breakdown, trailer MOT. Company: public liability and employers’ liability. Plant: PAT, tool calibration, LOLER / harness, fire extinguisher. Plus any custom name you add.

• CSCS — Construction Skills Certification Scheme
• Gas Safe — Gas Safe Register
• ECS / JIB — Electrotechnical Certification Scheme / Joint Industry Board
• SSSTS / SMSTS — Site Supervisor Safety Training Scheme / Site Management Safety Training Scheme
• First Aid — Emergency first aid at work
• DBS — Disclosure and Barring Service check
• Driving licence (photocard) — UK photocard driving licence
• Penalty points / endorsements — Penalty points / endorsements (reminder only, not a legal register)
• Asbestos awareness — Asbestos awareness
• Manual handling — Manual handling
• Working at height — Working at height
• IPAF — International Powered Access Federation
• PASMA — Prefabricated Access Suppliers’ and Manufacturers’ Association
• CPCS — Construction Plant Competence Scheme
• NRSWA (street works) — New Roads and Street Works Act (street works)
• MOT — Ministry of Transport test
• Vehicle tax (VED) — Vehicle Excise Duty (road tax)
• Van insurance — Van insurance
• Van service — Van service
• Breakdown cover — Breakdown cover
• Trailer MOT — Trailer MOT
• Public liability — Public liability insurance
• Employers' liability — Employers’ liability insurance
• PAT — Portable Appliance Testing
• Tool calibration — Tool calibration
• LOLER / harness — Lifting Operations and Lifting Equipment Regulations / harness
• Fire extinguisher — Fire extinguisher service

Yes — custom type on What you track, or when you add a certificate. It gets the same expiry date, notes, file and reminders as a preset.

CSCS and First Aid sit on a person. MOT, tax, van insurance, PL, PAT sit on the company. When you pick a type, the form ticks “Company / vehicle” for those. You can still override.

Certs → add, or Add cert on the dashboard. Type, person or company, ref, issued, expires (required), notes, PDF or photo up to 8 MB. If you fill issued, typical UK validity fills expiry (CSCS five years, MOT a year, and so on). Change the date if the card says otherwise.

No. Photocard licence is useful if people drive for work — van profiles tick it. Penalty points are optional. Most points come off after 4 years from the offence; drink or drug-drive endorsements usually stay 11 years. CertPing reminds you. It is not a legal register.

One grid: people down the side, ticket types across. Cells are in date, due, expired, or missing. MOT, van tax, PL and PAT sit on the same grid as CSCS. Counts at the top: expired, due in 30 days, missing, in date. On the dashboard, Choose what you track sits on the matrix — same ticks as Account. Unticked types stay off the grid. The app menu keeps daily work together (Dashboard, People, Certs, Month, Vault, Pack) and company settings apart (Types, Account, Billing). On a phone, Month, Pack and those settings are under More.

Ticket expiries, MOT and insurance, start dates, work anniversaries, and the 90-day probation checkpoint. It is not a site diary or a job calendar.

A printable / save-as-PDF sheet of who’s in date today — company cover and each person. Your logo from Account sits on the cover. It says it is not a legal determination: it is the records this company holds.

Teal at 90 days, gold around 30, red when it is overdue. One glance in the inbox, not a grey invite.

Default lead days: 90, 60, 30, then 14, 7, 3, 1, and the day it expires. After it lapses, a daily email until you update the date (you can switch that off on Account). Change the lead list as comma-separated days if you want fewer pings.

The person’s address on their record, and the company reminder inboxes on Account (as many as you need, up to 10). Same ping hits each, so the office, the boss and the operative can all see it. Upload a company logo on Account and it appears on the email.

If you set a start date: 90 days in (probation checkpoint) and each work anniversary, with a short lead (14 / 1 / the day). Helps you not miss a review, not a legal HR process.

Every attached PDF or photo, listed so you can open it from the van. Space is by plan: 1 GB / 5 GB / 20 GB / 80 GB on Cap. Extra 5 GB is +£5/mo. Account always shows how much space you are using.

Account → spreadsheet. Columns: name,email,trade,type,ref,issued,expires. Download the template, export what’s already in the vault, import to add rows. Import is off when payment has ended.

Duo £9/mo — 2 people, 1 GB (14-day trial, no card). Crew £19/mo — 11 people, 5 GB (7-day trial, no card). Squad £39/mo — 25 people, 20 GB. Cap £100/mo — 100 people, 80 GB; extra people are included, extra vault space is still billed. Charged monthly, not a prepaid block. No contract on monthly. Pricing also shows a yearly figure: pay for 10 months, get 12 (ten times the monthly list). Yearly checkout bills ten months of the monthly list, once a year. Not VAT registered — the price you see is the price.

Full cards on Pricing. How that sits against a job suite: Compare.

You can still read and download. You cannot edit, upload or import until you pay again on Billing. Cancel from Billing — it stops at the end of the paid month.

List prices apply at checkout if you leave the code blank. Optional promo codes on Billing replace the list price for that checkout when we run an offer.

Stripe marks the subscription past due. During that grace period you can still edit, upload and import — Billing will ask you to update the card. If payment is not fixed before the term ends, the vault becomes read-only (same as stopping payment).

Signed-in companies: AWS in the EU (database + file bucket). Payments through Stripe. We do not sell your list. More on Privacy.

No. You remain responsible for keeping tickets and insurance in date. We don’t file applications or replace an advisor. English law — Terms.

Same person who built it: Contact or hello@certping.co.uk.