Guides
A staff licence register template for Australian employers
Keeping a simple register of who holds which licence, when it expires, and when you last verified it makes it much easier to check people before they go to site. This is a practical template, not a government form.
Checked against official sources on 10 November 2026. Always follow the official page, which may change.
SafeWork NSW tells employers to check licences regularly, including that a licence has not expired, includes the relevant classes, and has the correct photo and name of the worker. For Working with Children Checks, the NSW Office of the Children’s Guardian says employers must verify each check and keep a record of each verification. Victorian organisations are also told to keep a record of check numbers, expiry dates and card types.
This template is a helper for your own records. It is not an official government form, and using it does not replace official verification — for example verifying a WWCC in the NSW Employer Portal, or looking up a White Card on Verify NSW.
Columns worth keeping
- Person’s full name, and whether they are staff or a subcontractor.
- Document type (for example White Card, WWCC, RSA, first aid, high risk work licence, public liability).
- Document or licence number.
- Issuing authority or state.
- Issue date and expiry date, in DD/MM/YYYY.
- Date you last verified it, and the official source you used.
- Status (valid, expiring, expired, or unable to confirm).
- Notes, such as licence classes or a site that requires the document.
You can download the Excel or CSV staff licence and certificate register from the free templates page. If you want expiry reminders and worker follow-up instead of a spreadsheet, Datesly can keep this register for you.
Download the register
The Excel file includes formulas, colour-coding and three clearly marked example rows. The CSV has the same columns. Nothing you type in the spreadsheet is sent to Datesly.
Free templates
Official sources
- Regularly check licences — SafeWork NSW
- Help to register and verify — Office of the Children’s Guardian (NSW)
- Your staff's Working with Children Clearances — Victorian Government
Questions people ask
Is a staff licence register a legal requirement?
There is no single national “staff licence register” form. Some official rules do require records — for example, NSW WWCC verifications must be recorded, and Queensland licensees must keep RSA Statements of Attainment on site. A register is a practical way to meet those record-keeping needs and to check licences regularly, as SafeWork NSW recommends.
What dates should I record?
Record the official expiry date where the licence has one, and the date you last verified it against the official register or portal. Use DD/MM/YYYY so dates are not ambiguous.
Should subcontractors be on the same register?
Yes, if they are coming onto your site or working under your control. Include the legal business name and ABN as well as the person’s name, so insurance certificates and licences can be matched to the right entity.
This page is a plain-English summary of official guidance. Datesly does not decide which licences a person must hold, and does not give legal, regulatory or compliance advice. You stay responsible for your own records.