Download the template (Excel, opens in Google Sheets)
What is in it
Six sheets: Business, Insurance, Subcontractors, Crew tickets, Plant & vehicles, Contracts. Each row holds the item, the holder, the category, the issuer, the reference number, the cover or class, start and expiry dates, a link to the document copy, and a status that calculates itself: current, due in 90, due in 60, due in 30, expired, unchecked. A Dashboard sheet counts them. A Prequal matrix sheet maps your documents to the portals and principals that ask for them. A Setup sheet holds the warning thresholds and who gets told.
How to use it
Open in Excel, or upload to Google Drive and open with Google Sheets. Delete the sample rows. Enter every dated item you can find; the Setup sheet has a checklist by industry. Store each document in a folder next to the workbook and paste the link in the row. Check the Dashboard weekly until the warnings are automated.
What the template does not do
It will not email anyone. That is the part that makes a register work, and it needs a small script (Google Apps Script or Power Automate) plus a phone form for staff to add renewed tickets. That, with the register populated from your actual documents and a walkthrough for the team, is Stewart Systems' Register. Get a price for your business →
By industry
Hospitality · Health · Professional · Retail · Fitness · Tourism · Creative · Trades
Written by Christian Stewart, Stewart Systems, Wollongong. Published 2026-09-29. Records and flags, not legal, WHS or insurance advice; rules change, check the regulator for the current one.