Free download · Excel (.xlsx)
Free Facilities Management Training Matrix Template
Download a free Excel training matrix framed for FM and soft-services teams — site inductions, trade tickets and client cards across multi-site technicians.
- Starting structure suited to multi-site FM technicians
- Conditional formatting for expired and expiring dates
- Role requirements for soft services and hard FM grades
- Pairs with the FM product vertical when you outgrow Excel
No email required. Free to use, including commercially. Rename columns for client and site requirements.
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 template
A practical Excel training matrix for FM providers who cover many buildings with a mobile workforce — where client inductions, trade tickets and statutory refresher courses renew on different calendars.
- Technician rows with role, team and worker type.
- Conditional formatting from today’s date.
- Blank vs N/A for site-specific vs company-wide requirements.
- Evidence location for certificates and portal confirmations.
- A role requirements sheet for helpdesk, technician and supervisor grades.
Multi-site tip
Do not create one column per building unless the client truly requires a separate induction with its own expiry. Prefer a site-induction column plus a note of which sites are covered, or a separate induction log — otherwise the matrix becomes unreadable.
| Example column | Typical use | Reminder |
|---|---|---|
| Client / site induction | If portals issue time-limited access | Version changes can force re-induction |
| Trade ticket (e.g. electrical / HVAC) | If you assign trade competence evidence | Keep scheme cards separate |
| Asbestos awareness | If assigned for older estates | Role dependent |
| Water hygiene / legionella awareness | If assigned for water assets | Client and asset dependent |
| Lone working / first aid | If your organisation assigns them | Cover by location matters |
How to use it for FM
- List technicians and subcontractors who attend client sites.
- Rename columns to the training your contracts and helpdesk checks assume.
- Enter dates as DD/MM/YYYY.
- Use N/A for columns that do not apply to soft-services roles.
- Review before mobilising cover for a new estate.
- When the helpdesk needs live checks, move beyond Excel reminders.
Disclaimer
Example columns are not a mandatory FM syllabus. Requirements vary by client, asset and contract. This is not legal advice. A green cell is not authorisation to work on any particular site or system.
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.
What is a training matrix?
A training matrix is a grid of workers against the training, qualifications and cards their roles require. Each cell shows whether that person holds that requirement and when it expires. It is the quickest way to see where the gaps are across a workforce.
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 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 track subcontractors?
Yes. Workers can be recorded as employees, subcontractors, agency workers or other worker types, and you can filter the matrix by type.
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.