GCs, owners and inspectors ask the same question on Monday morning: "Send me cards for everyone on site." Here is how to have the answer ready in seconds.
Step 1: Collect a photo of every card
Ask each worker for a clear photo of the front and back of each card. The back usually shows the trainer's name and contact details, which you need for replacements and verification.
Step 2: Check each card once
When the card arrives, check it against the fake card checklist: the right course type, a trainer name, a card that matches what DOL cards look like. Note anything you need to confirm with the trainer.
Step 3: Record the right fields
For each certification, record:
- worker name, trade and job site
- cert type (OSHA 10 Construction, OSHA 30, forklift, CPR…)
- completion date and, only if it has one, an expiry date
- issuer or trainer
- card number if present
Federal OSHA 10/30 cards have no expiry. Leave that field blank instead of inventing a date. Use expiry for forklift evaluations, CPR, fit tests and state refreshers.
Step 4: Set reminders
Expiring credentials need reminders at least 60, 30 and 7 days out, so there is time to book a class. A spreadsheet can't send them. That is the main reason crews move to a tracker.
Step 5: Map requirements by site
Different jobs ask for different things. A NYC site needs SST cards. A Massachusetts public job needs OSHA 10 on day one. Record each site's requirements, then look for gaps before people show up.
Step 6: Make proof easy to share
Have a one-click export ready: a PDF per site, or a link that shows a worker's current cards. That's what turns a 30-minute scramble into a reply sent from the truck.
Doing it with OSHA Card Tracker
The tracker does steps 3 to 6 for you. The free plan covers 10 workers with email reminders. Crew adds SMS and card photos, and Company adds multiple sites and QR proof pages.
A sample tracker layout
Whether you use a spreadsheet or software, the structure is the same: one row per worker per credential. Here is a layout that works for crews of 5 to 100:
| Worker | Trade | Site | Credential | Completed | Expires | Issuer | Card # | Photo | Status |
|---|---|---|---|---|---|---|---|---|---|
| J. Ortiz | Carpenter | Elm St School | OSHA 10 Construction | 2023-04-12 | (none) | Trainer name | 12345 | ✓ | OK |
| J. Ortiz | Carpenter | Elm St School | Fall protection (1926.503) | 2025-09-02 | Retrain as needed | In-house | n/a | ✓ | OK |
| K. Lee | Operator | Elm St School | Forklift evaluation | 2023-11-20 | 2026-11-20 | In-house | n/a | ✓ | Due soon |
| T. Nguyen | Laborer | Queens tower | NYC SST worker | 2021-10-01 | 2026-10-01 | DOB provider | 98765 | ✓ | Expired |
| M. Diaz | Foreman | Henderson site | OSHA 30 Construction (NV) | 2022-03-01 | Online provider | 55555 | ✓ | OK |
Two details make this work. First, the Expires column is blank for federal OSHA cards unless a local rule creates a date, like NYC SST cards. Second, the Status column is calculated from dates, not typed by hand, so it never goes stale.
Status rules that keep it honest
Use simple, consistent rules for the status of each credential:
- OK: no expiry, or more than 60 days to expiry.
- Due soon: expiry within 60 days.
- Expired: past the expiry date.
- Missing: the site or role requires it and there is no record.
- Unverified: a record exists but no photo, or the card could not be checked.
A worker's overall status is their worst credential for the site they are assigned to. A carpenter with a valid OSHA 10 but an expired SST card is "Expired" on a covered NYC site and "OK" on a Long Island private job.
Mapping requirements by role and site
Most crews have a handful of roles and a handful of site types. Write the requirements down once:
| Requirement | Who | Where |
|---|---|---|
| OSHA 10 Construction | All field workers | Public jobs in MA, CT, MO, NH, NY, RI, WV; all NV sites; Philadelphia permitted sites; any GC that requires it |
| OSHA 30 Construction | Foremen and superintendents | NV sites; Philadelphia license; GCs that require it |
| NYC SST (40 h / 62 h) | Workers / supervisors | Covered NYC sites |
| Fall protection certification | Anyone exposed to falls | All construction sites |
| Forklift evaluation (3 years) | Operators | Wherever they operate |
| First aid / CPR | Designated responders | Sites without nearby medical help, per 1926.50 |
Then, when a worker is assigned to a site, compare their credentials with the site's requirements. Gaps show up before the worker arrives, not when an inspector asks.
Reminder schedule that leaves time to act
Reminders are only useful if they arrive early enough to book a class. A schedule that works for most credentials:
- 90 days before expiry for credentials that need a class that fills up, such as NYC SST refreshers.
- 60 days for most renewals, such as forklift evaluations and CPR.
- 30 days as a second reminder, to the worker and the supervisor.
- 7 days as a final warning, with the supervisor copied.
- On expiry, a note to the office that the worker cannot be assigned to sites that require the credential.
Send reminders where workers actually look. Field crews read text messages far more reliably than email. See SMS reminders for crews.
Onboarding: capture cards on day one
The best time to collect a card is the first day, when the worker is motivated and the card is in their wallet.
- Ask for every card and certificate: OSHA, SST, forklift, CPR, trade licenses.
- Photograph both sides of each one, in good light.
- Check each card with the fake card checklist and scan the QR code on newer OSHA cards.
- Enter the record the same day.
- Tell the worker which credentials they still need for their assigned sites.
Our new hire safety onboarding checklist has the full first-week list.
Handling subcontractors and staffing agencies
If you are a general contractor or a sub with lower-tier subs, you also need to track people you do not employ. A practical approach:
- Require card copies before mobilization in every subcontract and staffing agreement.
- Set up a shared folder or upload link so subs can send photos directly.
- Check new arrivals on day one. Replacement workers sent at short notice are the most common gap.
- Keep the sub's records separate from your own employees, but in the same format, so one report covers the whole site.
Our article on subcontractor safety requirements explains what GCs typically ask for.
Proving compliance quickly
When a GC, owner or inspector asks for proof, they usually want one of three things:
- A list by site: every worker on the site with their relevant credentials and status.
- Copies of cards: photos of both sides for named workers.
- A worker's record: all credentials for one person.
Prepare all three formats before you need them. A PDF per site, generated from your tracker, answers most requests. For workers who move between sites, a link or QR code to their current credentials is even faster. Our article on audit-ready training records covers what inspectors look for.
Weekly and monthly routines
Tracking only works if someone owns it. A light routine:
Weekly (15 minutes)
- Add new hires and new credentials.
- Review "Due soon" and "Expired" items and book classes.
- Check upcoming site assignments against requirements.
Monthly (30 minutes)
- Remove workers who have left, but keep their records.
- Spot-check five records for photos and correct dates.
- Compare the tracker with payroll so nobody working is missing from the list.
- Review next month's renewals and budget.
Before each new project
- Load the project's requirements: state law, city rule, GC requirements.
- Run a gap report for the crew you plan to send.
- Fix gaps at least two weeks before mobilization, since online OSHA 10 takes two days and OSHA 30 four, and in-person classes and SST refreshers often have waiting lists.
- Confirm subcontractors have sent card copies for their crews.
Spreadsheet or software?
A spreadsheet works well for small crews with few expiring credentials and one person who keeps it current. It struggles with reminders, photos, subcontractors and multiple sites. Our spreadsheet vs certification tracker article compares the two honestly, and the free training matrix template is a good place to start if you are not ready for software.