FieldClear

Guide · Updated 2026-10-02

When Is Excel Enough for a Training Matrix?

Excel is enough when one person owns a single file, the workforce is small and stable, and you can still produce evidence packs without hunting drives. It stops being enough when copies diverge, colours lie or Monday mobilisations rely on hope.

Quick answer

Stay on Excel if your sheet is accurate, evidence is findable, and reminders actually happen. Move on when you maintain multiple versions, miss expiries, or rebuild client packs from scratch every time.

Signs Excel is still working

  • One master file with a clear owner
  • Dates updated when certificates arrive — not when someone “meant to”
  • Files named and linked so audits take minutes, not hours
  • A weekly review that catches due-soon items

Signs you have outgrown it

  • Email attachments of “final_v7” competing with the shared drive
  • Manual colour status that does not match today’s date
  • Agency and subcontractor rows inconsistently maintained
  • Renewals booked after people are already turned away at the gate

Trying software without burning the spreadsheet

Import the sheet you already use. FieldClear offers a 14-day free trial with no card required, and published plans from £29/month by workforce size. Judge whether live status and reminders beat your current process — CHAS and other schemes do not require FieldClear.

Honest limits

Software tracks what you assign. It does not invent legal mandates or guarantee accreditation. Not legal advice.

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