How to Create a Training Matrix in Excel

1. List your workers

Include anyone you need to check before allocating work — employees, labour-only subcontractors and agency workers if your process covers them. Add role, team and worker type columns so you can filter later.

2. Decide the requirements you assign

Columns should match what your organisation actually assigns to roles — not a generic internet list. Examples in construction might include CSCS, IPAF, PASMA, first aid or asbestos awareness. Requirements vary by role, activity, customer and site.

3. Use real dates

Enter expiry dates as Excel dates (for example DD/MM/YYYY). Text such as “Aug 26” breaks sorting, filtering and conditional formatting. If you only know month and year, pick a conservative day and note the uncertainty elsewhere — do not fake precision.

4. Separate missing from not required

A blank cell should mean “we do not have a record.” Use a clear marker such as N/A when the requirement does not apply to that worker. Ambiguous empties are where problems hide.

5. Add an evidence column

A date without a file is weak under audit. Note where the certificate or card image lives — shared drive path, folder name, or “on worker record in system”.

6. Colour with formulas, not by hand

Use conditional formatting against TODAY() for expired and soon-to-expire dates. Manual colouring drifts the moment someone forgets to update a cell.

7. Put a review on the calendar

Excel will not remind you. Schedule a recurring review, or move the matrix into software that calculates status and sends reminders automatically.

If you want a head start, download our free template — then upload the same file when you outgrow colouring cells by hand.