Guide · Updated 2026-09-29
Should Leavers Stay on the Training Matrix?
Leavers should not remain on the live training matrix as if they were still available for site. Archive their records according to your retention policy so you can answer historical questions — but filter them out of mobilisation and client packs immediately.
Quick answer
On the leaving date, mark the person inactive or move them to an archive view. Keep certificates for the retention period your organisation sets. Never leave leavers coloured green in the operational matrix.
Live versus archive
| View | Contains |
|---|---|
| Live matrix | People you may still send to site |
| Archive / leaver store | Historical evidence for audits and disputes |
| Client pack | Only the named current crew |
Why this fails in spreadsheets
Nobody deletes rows because “we might need them”. The file then overstates headcount and hides real gaps. Software with active/inactive flags makes the split easier — the discipline still matters.
- Define who marks leavers and when
- Remove portal access for ex-updaters
- Reassign any unique cover roles (first aid, fire marshal) the same day
- Retain files per your retention schedule
- Process HR or commercial leaving notification.
- Set inactive on the matrix the same day.
- Check cover for critical tickets they held.
- Archive evidence; exclude from exports.
Honest limits
FieldClear supports active workforce views and evidence storage. It does not set your statutory retention periods. Not legal advice.
Already have a spreadsheet?
Upload your existing matrix and see who’s current, what’s expiring and what’s missing.
14-day free trial. No card required.