Free download · Excel (.xlsx)
Free Water Hygiene Training Matrix Template
Download a free Excel training matrix for water-hygiene and legionella teams — awareness, responsible-person and sampling columns you can edit. Examples only.
- Starting structure suited to water hygiene language
- Conditional formatting for expired and expiring dates
- A role requirements sheet you can edit
- Evidence column so a date can be backed with a file
No email required. Free to use, including commercially. Keep responsible-person training separate from technician awareness.
training-matrix-template.xlsx
| Row number | A | B | C | D | E | F | G |
|---|---|---|---|---|---|---|---|
| 1 | Name | Role | CSCS | IPAF | PASMA | First Aid | Asbestos |
| 2 | Ahmed Khan | HVAC Engineer | 12/08/2028 | 25/08/2026 | 03/02/2028 | 19/09/2027 | — |
| 3 | John Smith | Site Supervisor | 04/06/2029 | 22/01/2028 | 18/09/2026 | 18/09/2026 | 11/11/2027 |
| 4 | Sarah Jones | Electrician | 28/10/2028 | 16/05/2028 | 16/05/2028 | 02/12/2027 | 09/07/2028 |
| 5 | Peter Brown | General Operative | 06/08/2026 | 14/04/2028 | — | — | 21/01/2028 |
| 6 | Grace Okafor | Electrician | 17/03/2029 | 27/09/2026 | 08/08/2028 | 23/06/2028 | 05/05/2028 |
Quick answer
A water hygiene training matrix lists technicians and nominated people against the awareness, responsible-person and sampling records your organisation assigns — with expiry dates. Download this free Excel template and do not treat a one-day awareness course as the responsible-person record. FieldClear can import later. It does not appoint responsible persons or write a written scheme.
What’s in the template
An Excel matrix for water-hygiene contractors and in-house estates teams whose ACoP-related training, sampling competence and client inductions sit on different cycles.
- Worker rows with name, role and worker type — so technicians, responsible persons and subcontract samplers sit on the same sheet.
- Conditional formatting for expired, expiring and current dates.
- A distinction between blank (no record held) and N/A (not required).
- An evidence location column for certificates and card images.
- A role requirements sheet you can match to the grades you actually employ.
Example columns for water hygiene
| Example column | Typical use | Watch-out |
|---|---|---|
| Legionella awareness | If assigned to visiting technicians | Not the responsible-person course |
| Responsible person / dutyholder course | If you nominate people | Appointment is a separate act |
| Sampling / testing | If your process assigns it | Keep distinct from awareness |
| Client / site induction | Hospitals, care, education | Often short cycles |
| Driving / lone work (if assigned) | Mobile technicians | Not a water-hygiene ticket |
How to use it
- Add technicians, nominated people and subcontract samplers.
- Split awareness, responsible-person and sampling columns.
- Enter expiry dates as DD/MM/YYYY.
- Use N/A when a column does not apply; leave blank only when missing.
- Review before contract start-ups and annual audits.
- When the written scheme is current but people are not, upload for reminders.
Disclaimer
Example columns are not a mandatory list. Legionella control is a dutyholder decision informed by competent advice. This is not legal or water-hygiene advice. A green cell is not an appointment, a written scheme, or proof of control.
Questions people ask before signing up
Is the training matrix template really free?
Yes. Download the Excel file and use it however you like, including commercially. There is no obligation to try the software.
What is a training matrix?
A training matrix is a grid of workers against the training, qualifications and cards their roles require. Each cell shows whether that person holds that requirement and when it expires. It is the quickest way to see where the gaps are across a workforce.
Can I import my existing Excel training matrix?
Yes. Upload an Excel or CSV file, map the columns to workers, roles, qualifications and expiry dates, then preview the result. Nothing is created until you confirm the import.
Does the software tell me which qualifications are legally required?
No. The system helps you track the requirements your organisation assigns. You remain responsible for determining what applies to your workers and activities. We do not provide legal or health and safety advice.
Can I track subcontractors?
Yes. Workers can be recorded as employees, subcontractors, agency workers or other worker types, and you can filter the matrix by type.
Can I store certificates?
Yes. Attach supporting evidence such as PDFs and images to worker records, so the certificate sits alongside the expiry date rather than in a separate folder.
Outgrown your spreadsheet?
Upload the same file and turn it into a live matrix with automatic expiry reminders.
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