Free download · Excel (.xlsx)
Free Certificate Expiry Tracker Template
Download a free Excel tracker for certificate and card expiry dates — with automatic status from TODAY(), evidence columns and a guidance sheet. No email required.
- One row per worker certificate or requirement
- Days-until-expiry and status calculated from TODAY()
- Conditional formatting for expired, expiring and current
- Evidence location column so dates are not orphaned
No email required. Free to use, including commercially.
training-matrix-template.xlsx
| Row number | A | B | C | D | E | F | G |
|---|---|---|---|---|---|---|---|
| 1 | Name | Role | CSCS | IPAF | PASMA | First Aid | Asbestos |
| 2 | Ahmed Khan | HVAC Engineer | 12/08/2028 | 25/08/2026 | 03/02/2028 | 19/09/2027 | — |
| 3 | John Smith | Site Supervisor | 04/06/2029 | 22/01/2028 | 18/09/2026 | 18/09/2026 | 11/11/2027 |
| 4 | Sarah Jones | Electrician | 28/10/2028 | 16/05/2028 | 16/05/2028 | 02/12/2027 | 09/07/2028 |
| 5 | Peter Brown | General Operative | 06/08/2026 | 14/04/2028 | — | — | 21/01/2028 |
| 6 | Grace Okafor | Electrician | 17/03/2029 | 27/09/2026 | 08/08/2028 | 23/06/2028 | 05/05/2028 |
What’s in the download
A dedicated expiry tracker sheet plus a guidance sheet. Unlike a full training matrix (workers × many requirements), this layout is optimised for scanning dates: one certificate or requirement per row.
- Worker name, role and worker type (employee, subcontractor, agency or other)
- Certificate / requirement name and optional card type
- Expiry date as a real Excel date
- Days until expiry and status (Expired / Expiring / Current / Missing) via formulas
- Evidence location and notes
- Example rows you should replace with your own data
How to use it well
- Delete or overwrite the example rows.
- Enter expiry dates as DD/MM/YYYY dates — not text months.
- Leave the date blank when you have no record.
- Record where the PDF or card photo lives.
- Filter Status to Expiring and Expired each week.
- Put a calendar reminder in place — Excel will not email you.
Disclaimer
This template is a practical starting point, not legal or health and safety advice. It does not determine which training or qualifications apply to your workers. Requirements vary by role, activity, customer and site. A “Current” status only means the date you entered has not yet passed the formula threshold — not that a worker is legally authorised for any particular work.
When to stop using the spreadsheet alone
When dates multiply across dozens of workers, reminders become the bottleneck. Upload the same information into a live tracker to get automatic reminders, evidence on the worker record, and a work list of what needs attention.
Questions people ask before signing up
Is the training matrix template really free?
Yes. Download the Excel file and use it however you like, including commercially. There is no obligation to try the software.
Can I get reminders before certificates expire?
Yes. The system monitors expiry dates and sends reminders in advance. You choose how far ahead reminders are sent and who receives them.
Can I store certificates?
Yes. Attach supporting evidence such as PDFs and images to worker records, so the certificate sits alongside the expiry date rather than in a separate folder.
Can I import my existing Excel training matrix?
Yes. Upload an Excel or CSV file, map the columns to workers, roles, qualifications and expiry dates, then preview the result. Nothing is created until you confirm the import.
Does the software tell me which qualifications are legally required?
No. The system helps you track the requirements your organisation assigns. You remain responsible for determining what applies to your workers and activities. We do not provide legal or health and safety advice.
Outgrown your spreadsheet?
Upload the same file and turn it into a live matrix with automatic expiry reminders.
14-day free trial. No card required.