Guide · Updated 2026-09-29
Why Training Matrices Fail Audits
Training matrices fail audits when the spreadsheet looks complete but the underlying dates, names and files do not stand up to sampling. Assessors open rows. If expiry is guessed, evidence is missing or subcontractors are anonymous, the matrix becomes a liability.
Quick answer
Most failures are operational: expired dates marked green, certificates not attached, agency workers missing, role requirements wrong, or multiple spreadsheet versions in circulation. Fix the data discipline before buying more formatting.
Frequent findings
- Colours maintained by hand instead of calculated from today’s date
- Blank cells that mean “unknown” treated as “not required”
- Company-level claims without named workers
- Screenshots too blurred to read names or dates
- Leavers still listed as current gate labour
- SMSTS/SSSTS shown without files
- Subcontractor packs older than the mobilisation date
What assessors actually do
They sample. A beautiful cover sheet does not help if three opened rows fail. Prepare as if any named person could be checked.
| Weakness | Harder control |
|---|---|
| Manual RAG | Status from real expiry dates |
| Evidence in a side folder | File on the same requirement row |
| One master nobody trusts | Single live system with owners |
| Last-minute PDF scramble | Export from a maintained matrix |
Fix sequence
- Run expired / due / missing filters and clear critical gaps.
- Attach readable evidence for high-risk requirements.
- Remove or archive leavers.
- Confirm role assignments match the tender claims.
- Freeze a dated export for the assessment pack.
Honest limits
FieldClear helps you keep a live matrix with dates and files. It does not pass CHAS, SafeContractor or any audit for you, and it does not decide legal requirements. Not legal advice; not accreditation.
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.