FieldClear

Guide · Updated 2026-10-02

How to Version Control an Excel Training Matrix

Version control for a matrix means one canonical file, dated archives, and a short record of what changed. Emailing “matrix_FINAL_v3.xlsx” is not version control — it is how two supervisors book different people.

Quick answer

Keep a single live workbook in a controlled location (SharePoint/Teams with version history). Snapshot a dated copy before major imports or month-end. Ban local desktop “working copies” as sources of truth. Name an owner and a deputy.

Minimum controls

  • One live path — publish it on the H&S noticeboard or Teams channel
  • Filename date only on archives (YYYY-MM-DD), not on the live file
  • Change log tab: date, who, what rows/columns changed
  • Co-authoring on — conflicting emailed copies off
  • Export client packs as dated PDFs/CSV so packs do not edit the live sheet

Weekly discipline

  1. Open only the live file for updates.
  2. Enter renewals the day evidence arrives.
  3. Before Monday mobilisation, filter from the live file — not an inbox attachment.
  4. If someone worked offline, merge carefully and note it in the log.

When version chaos becomes normal, that is a signal to move the same structure into software with a single database — not to add more file suffixes.

Honest limits

FieldClear replaces competing spreadsheet copies with one live record set. Spreadsheet versioning still depends on people following the path you set. Not legal advice.

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