Free download · Excel (.xlsx)
Free Plumbing and Heating Training Matrix Template
Download a free Excel training matrix framed for plumbing and heating crews — Gas Safe, water regulations, Unvented and F-Gas columns you can rename. These are examples, not mandates.
- Starting structure suited to plumbing and heating language
- Conditional formatting for expired and expiring dates
- A role requirements sheet you can edit
- Evidence column so a date can be backed with a file
No email required. Free to use, including commercially. Keep Gas Safe registration separate from course tickets that renew on different cycles.
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
A plumbing and heating training matrix lists engineers against Gas Safe registration, water regulations, Unvented, F-Gas and any manufacturer courses their roles need — with expiry dates. Download this free Excel template and keep registration numbers distinct from short-cycle tickets. FieldClear can import later. It does not register anyone with Gas Safe or decide what a job legally requires.
What’s in the template
An Excel matrix for plumbing and heating contractors who mix domestic, commercial and maintenance work, where Gas Safe ID cards, water-regulations records and refrigerant tickets sit on different calendars.
- Worker rows with name, role and worker type — so employed plumbers, heating engineers and subcontractors sit on the same sheet.
- Conditional formatting for expired, expiring and current dates.
- A distinction between blank (no record held) and N/A (not required).
- An evidence location column for certificates and card images.
- A role requirements sheet you can match to the grades you actually employ.
Example columns for plumbing and heating
| Example column | Typical use | Watch-out |
|---|---|---|
| Gas Safe registration / ID | If the person works on gas | Registration is not the same as a boiler manufacturer course |
| Water regulations | If your process assigns it | Often forgotten beside Gas Safe |
| Unvented hot water | If unvented cylinders are in scope | Keep separate from general plumbing NVQ |
| F-Gas category | If heat pumps or AC are in the mix | Category letter matters |
| Asbestos awareness | Refurbishment and occupied housing | Not a substitute for licensed work |
How to use it
- Add engineers, mates and subcontractors — including call-out cover.
- Give Gas Safe, water regulations and manufacturer courses their own columns.
- Enter expiry dates as DD/MM/YYYY, not “current”.
- Use N/A when a column does not apply; leave blank only when missing.
- Review before occupied-housing programmes and winter call-out rotas.
- When colouring cells becomes the weekly job, upload for reminders.
Disclaimer
Example columns are not a mandatory list. Gas work, water fittings and refrigerant handling have their own rules; this sheet does not determine them. This is not legal advice. A green cell is not authorisation to work on gas, water or F-Gas systems.
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 track subcontractors?
Yes. Workers can be recorded as employees, subcontractors, agency workers or other worker types, and you can filter the matrix by type.
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.
Outgrown your spreadsheet?
Upload the same file and turn it into a live matrix with automatic expiry reminders.
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