Docs · Updated 13 October 2026
Records and due dates by workspace
A due date in Soteriaa is a date you enter on a record, and the app compares it with today's date: welding marks continuity due soon within 30 days, sponsor marks deadlines urgent within 30 days, and RAMS, HR and commercial list dates in the next 30 days.
Welding documentation
Records
- Welder: name, identification, status (active or inactive) and join date.
- Qualification: standard, welding process, material group, product type, joint type, position, thickness and diameter ranges, backing, date qualified, examining body, certificate number and revalidation basis.
- Continuity confirmation: each confirmation is kept with its evidence link.
- WPS and WPQR: procedure records. They carry a test date only, so they create no due dates and no reminders.
- Job: a job with its weld operations, controlled procedure revisions and issued packs. See Versions, history and sign-off.
- Document: a stored PDF or Word file linked to a welder, qualification, WPS, WPQR or the company.
Fields that create due dates
- Next continuity due: filled in as six calendar months after the date qualified. You can overwrite it. If you later change the date qualified, a date that was derived is refreshed and a date you chose yourself is kept.
- Revalidation due: entered by you. The revalidation basis is 3-year, 2-year (NDT) or Unlimited (ISO 3834). With the unlimited (ISO 3834) basis there is no revalidation date.
Rules
| Date | Due soon | Overdue | No date |
|---|---|---|---|
| Continuity | Within 30 days | Before today | Shown as No expiry |
| Revalidation | Within 90 days | Before today | Shown as No expiry |
Inactive welders are left out of attention lists and reminders.
Fictional example: welder A. Example
- Date qualified
- 15 September 2026
- Continuity due (derived)
- 15 March 2027
- Revalidation basis and date
- 3-year, 15 September 2029 (entered by you)
- Status on 1 March 2027
- Continuity due in 14 days: Due soon (within 30 days)
- Status on 16 March 2027
- Continuity overdue by 1 day: Overdue
UK sponsor compliance
Records
- Sponsored worker: name, job title, work location, nationality, visa route, visa dates, annual salary, CoS reference, start date, sponsorship end date and further details.
- Right-to-work check: the check date, work permission expiry and whether a follow-up is required, with the follow-up date.
- Evidence document: an uploaded file with a category and an optional expiry date.
- Absence, attendance hours and change event records for each worker.
Fields that create due dates
- Visa expiry date (the latest visa record for the worker).
- Right-to-work follow-up date. This applies only when a follow-up is required; a continuous right to work produces no follow-up. The date must be before the work permission expiry.
- Evidence document expiry date, for every evidence category except right-to-work categories, whose expiry is carried by the right-to-work check instead.
Rules
| Status | Rule |
|---|---|
| Urgent | A deadline within 30 days, or overdue |
| Due soon | A deadline within 90 days |
| On track | No deadline within 90 days |
| Review needed | An otherwise on-track worker with an open change event or absence |
Workers whose sponsorship has ended carry no visa-expiry follow-up on the dashboard.
Fictional example: worker J. Example
- Visa expiry date
- 20 January 2027
- Status on 1 December 2026
- 50 days left: Due soon (within 90 days)
- Status on 28 December 2026
- 23 days left: Urgent (within 30 days)
Health and safety / RAMS, HR and employment, commercial
| Workspace | Record type | Fields | Dates | Statuses |
|---|---|---|---|---|
| Health and safety / RAMS | Site / project | Location, Client, Project scope | Start date, End date, Review date, Due date | draft, active, review needed, completed, archived |
| Health and safety / RAMS | Assessment / activity | Activity, Location, Hazards supplied, Controls supplied, Assessor, Evidence references | Start date, End date, Review date, Due date | draft, active, review needed, completed, archived |
| HR and employment | Employee / candidate | Job title, Department, Employment status, Manager, Work location, Probation date, Appraisal date | Start date, End date, Review date, Due date, Probation date, Appraisal date | candidate, active, ended, archived |
| HR and employment | Employment document / review | Document kind, Jurisdiction supplied, Objectives supplied, Actions supplied, Probation date, Appraisal date | Start date, End date, Review date, Due date, Probation date, Appraisal date | draft, active, review needed, completed, archived |
| Commercial forms | Customer / supplier | Party type, Address, Contact reference | Start date, End date, Review date, Due date | active, archived |
| Commercial forms | Commercial document | Document kind, Project reference, Currency, Items, Tax rate, Payment reference, Amount supplied | Issue date, End date, Review date, Due date | draft, issued, accepted, declined, paid, void, archived |
Evidence files linked to a record can carry an expiry date and a review date, and a follow-up action has its own due date. Each of these creates a date in the workspace.
Rules
| State | Rule |
|---|---|
| Overdue | The date is before today |
| Due today | The date is today |
| Upcoming | The date is within the next 30 days |
| Later | The date is more than 30 days away |
Records with a closed status are left out of counts and date lists. The closed statuses are archived, completed, paid, void, declined, ended, superseded, closed, recorded, sent, withdrawn. Active records with no evidence linked are listed as missing evidence.
Fictional example: RAMS assessment
- Record
- Scaffold tower assessment (Unit 4 refurbishment), review date 20 November 2026
- Status on 5 November 2026
- 15 days away: Upcoming (within 30 days)
- Status on 21 November 2026
- Overdue
Fictional example: HR employee
- Record
- A. Example, probation date 12 January 2027
- Status on 20 December 2026
- 23 days away: Upcoming (within 30 days)
Fictional example: commercial document
- Record
- Invoice INV-12 to Example Ltd, due date 30 November 2026
- Status on 30 November 2026
- Due today
- After you set the status to paid
- Closed: it leaves the date list. Paid is a status you record.
Try it on your own records.
Your first records and due dates take a few minutes to set up.