Training and inspection expiry dates live in a spreadsheet or in someone's head. It's easy to miss a client whose date is due.
For safety training providers, service and inspection companies
Deadline reminder system for training, inspections and service: clients come back on time
The system tracks expiry dates of safety training, inspections and services for your clients, reminds them automatically and lets them pick a date with one click. You only see who to call.
A working prototype on sample data for free. Implementation from PLN 2,500 net, first version in 1–2 weeks.
Where orders slip away
Clients remember their periodic training at the last minute, or call whichever company reached out first.
Booking a date means a chain of emails and calls, followed by manual certificates and invoices.
How it works, step by step
You upload clients and set validity periods once. The system calculates and tracks the rest.
Upload your client list
Companies, employees, roles and dates of the last training or inspection, from Excel or entered manually.
The system calculates due dates
Set validity periods once per training type or device. Next due dates are calculated automatically.
Reminders go out on their own
60 and 30 days before the deadline the client gets a message with a date-picker link. No login, one click.
Your list for today
Who's due this month, who hasn't replied and who to call, on one screen.
Enter the date after the training
A PDF certificate and invoice can be created instantly, and the next due date starts counting again.
What's in the system
Client records
Companies, employees, roles and devices with training and inspection history.
Deadline calendar
What expires this month and next, broken down by client.
Client picks the date
Clients choose a training or visit date from the list of free slots.
PDF certificates
A ready certificate after training, sent to the client and stored in the records.
Invoices
Invoices through your invoicing software, including Poland's KSeF e-invoicing, with no retyping.
On mobile
Works in the browser and, on request, like an app with a home-screen icon and notifications.
Who it's for
- Health & safety training providers
- Outsourced safety services
- HVAC and boiler service
- Fire extinguisher and installation inspections
- Machine and equipment service
- Periodic inspections and checks
Connects to what you already use
Invoicing software (e.g. Fakturownia, wFirma, inFakt) with KSeF e-invoicing, Google or Outlook calendar, an e-learning platform and Excel sheets. Enter data once, not in three places.
Example scenario
A safety training company with 40 clients on subscription
Every morning the owner sees that training expires for 6 clients this month. Four have already picked a date from the link, two haven't replied, so those are the calls to make. After the training they enter the date, and certificates and the invoice go out automatically.
What it costs
Prototype
free
A working version on sample data to test with no commitment and no access to your files.
Implementation
from PLN 2,500 net
Client import, validity periods, message and certificate templates, invoicing integration.
Maintenance
fixed monthly fee
Hosting, backups, fixes and small changes. New features are quoted separately before work starts.
FAQ
How does the system calculate periodic training deadlines?
You set the validity period per training type or role, according to regulations, for example every year or every 3, 5 or 6 years. From the last training date the system calculates the next deadline and tracks it.
Does the client need an account?
No. The client gets a message with a one-time link and picks a date with one click.
Can invoices go to KSeF?
Yes, through an integration with the invoicing software you use. After the training the invoice is created automatically and sent to KSeF without retyping data.
Can I import clients from Excel?
Yes. Importing a spreadsheet is the first step of implementation, so nothing has to be retyped.
How much does a deadline reminder system cost?
The prototype is free. Implementation starts from PLN 2,500 net, plus a small fixed maintenance fee. Integrations with additional systems are quoted after a short call.
Try it on sample data
Tell me which deadlines you track today and where. I'll prepare a working demo without access to your files.
Request a prototype