How to Mark Not Required on a Training Matrix

Quick answer

Use a controlled value such as “Not required” (or software equivalent) on cells that genuinely do not apply. Leave true gaps blank or “Missing”. Never enter today’s date to make a cell look current when no training happened.

When not required is legitimate

• Role baseline excludes that ticket (office role vs MEWP operator)
• Medical or duty restriction documented through your management process
• Site-only column for a project the person never joined
• Superseded requirement replaced by a more specific one

House rules

1. Define who may set not required — usually the matrix owner with supervisor input.
2. Record a one-line reason in notes for non-obvious exceptions.
3. Review exceptions when roles change.
4. Teach auditors that blank means gap, not N/A.

Conditional formatting should treat not required as neutral, missing as action, and expired as urgent. If everything looks green, your rules are lying.

Honest limits

FieldClear can distinguish missing, current and not-required states for assigned requirements. It does not decide whether a legal duty applies to an individual. Not legal advice.