Free download · Excel (.xlsx)
Free Electrical Certificate Expiry Tracker Template
Download a free Excel tracker for electrical certificates and cards — ECS, 18th Edition and related qualifications as separate rows with automatic status from TODAY().
- One row per worker certificate or card
- Days-until-expiry and status from TODAY()
- Conditional formatting for expired, expiring and current
- Evidence location so dates are not orphaned
No email required. Free to use, including commercially. One row per worker certificate — keep ECS and 18th Edition separate.
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 |
Quick answer
An electrical certificate expiry tracker lists each ECS card, BS 7671 / 18th Edition certificate and related qualification on its own row with a real expiry date, so status can be calculated from today. Download this free Excel template; rename certificate types to match your workforce. FieldClear can import the same data later for reminders. It does not decide which electrical qualifications your contracts require.
What’s in the template
A row-per-certificate Excel tracker — better than a single “electrical” matrix column when one electrician holds several renewing items on different cycles.
- Worker name, certificate / card type and expiry date columns.
- Days-until-expiry and status calculated from TODAY().
- Conditional formatting for expired, expiring and current.
- Evidence location column for card photos and PDFs.
- Guidance sheet explaining how to keep dates as real dates.
Why electrical teams need separate rows
An ECS card and an 18th Edition certificate often renew on different dates. One green “electrical” cell hides which item is about to lapse. Give each certificate its own row (or its own matrix column if you prefer a grid).
| Example row type | Why split it | Watch-out |
|---|---|---|
| ECS card type + expiry | Types differ in what they evidence | Do not record only “ECS — yes” |
| BS 7671 / 18th Edition | Often a different renew cycle | A current card can mask an expired certificate |
| Inspection & testing (e.g. 2391) | Role-dependent | Only for roles that inspect/test |
| IPAF / access | If held by the same electricians | Category matters |
How to use it
- Add one row per certificate or card per worker.
- Enter expiry dates as DD/MM/YYYY — not text months.
- Note where the evidence file lives.
- Filter or sort by status before mobilising a gang.
- When reminders matter more than colour, upload into FieldClear or use the ECS expiry tracker workflow.
Disclaimer
Example certificate types are not a mandatory list. Requirements vary by site and client. This is not legal or scheme advice. A green status is not authorisation for electrical work.
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 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.
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 track subcontractors?
Yes. Workers can be recorded as employees, subcontractors, agency workers or other worker types, and you can filter the matrix by type.
Related
- ECS expiry trackerCard dates in the live product
- Certificate expiry tracker templateGeneral expiry Excel template
- Electrical training matrix templateGrid-style Excel starting point
- Certificate expiry tracker softwareAutomatic reminders without opening Excel
- Electrical contractor training matrixIndustry product page
Outgrown your spreadsheet?
Upload the same file and turn it into a live matrix with automatic expiry reminders.
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