Short answer: one row per worker per ticket in a register, with the licence class, the number, the expiry, a photo of the card, and a warning to the office at 90, 60 and 30 days. The white card row records the date last worked in construction instead of an expiry.
The rules that trip people up
A NSW general construction induction card (white card) has no expiry date, but it becomes invalid if the holder has not carried out construction work for two consecutive years, and it must be produced on request. High risk work licences (forklift LF, boom-type EWP with a boom of 11 m or more WP, dogging DG, rigging RB/RI/RA, scaffolding SB/SI/SA, crane classes) are issued by SafeWork NSW and run five years; SafeWork NSW sends a reminder about 60 days before expiry, renewal is online through Service NSW with the fee, and a lapsed licence can be renewed for up to 12 months after it expires. Nobody can do high risk work on an expired licence.
What to record
Worker, ticket type and class, issuing body, licence number, issue and expiry dates, a photo of both sides of the card, and the sites or clients that have asked for it. For the white card, record the card number and the most recent construction start date.
The workflow
New starters and renewals come in through a phone form with a photo upload, not a text to the office. The register calculates status from the expiry and emails the operations manager at 90, 60 and 30 days. The 30-day warning is the one that matters for HRW, because renewals take time and the worker may need to be rostered off that task.
Do it once, properly
Stewart Systems builds this as part of the Register, in your own Google Drive or OneDrive, with the phone form and the warnings, usually live within one to two weeks. Free template · Full industry guide · Get a price for your business
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.