Master Training Matrix & Certification Tracker

Certificates expiring, new starters missing their induction, someone asking who still needs fire safety? This training matrix keeps it all in one place. List your courses and how often they must be renewed, say which roles need which courses, and log training as it happens. The matrix, expiry dates, renewal list and dashboard all work themselves out.

Made for small and growing businesses, HR and office managers, health & safety leads, kitchens, warehouses, care and transport teams. No country rules are built in, so it works for any team that tracks training and certificates.

▶ Easy Start Here guide included – video tutorial coming to our YouTube channel

Works in Microsoft Excel and Google Sheets, with no macros.

What it does for you

• Training Matrix: every employee x every course with the expiry date of their latest certificate. Red = expired or missing, amber = due soon, green = valid, grey = not required
• Expiry dates worked out from each course renewal interval (or type the date on the certificate)
• Requirements grid: tick which courses each role needs, plus courses for all staff
• Training Log for up to 2,000 records; renewals mark older rows as Superseded, so history is kept
• Employees tab for up to 100 staff with a per-person summary and overall status; leavers stop counting
• Expiry Report: filter by department and "expiring within N days", soonest first, ready to print
• Dashboard with compliance by course and department, spend for the year, the next 10 expiries, four charts and a "What needs your attention" list
• Flags unknown names or courses, text in date cells, future completion dates, duplicate names and roles not on the Requirements tab
• Currency label of your choice (£, €, $ or your own) on cost columns
• Start Here tab with a 3-step plan and a health check

How it works (3 steps)

1. Set up once: Settings, then your courses and which roles need them
2. Add your team with department and role
3. Log each course as it is completed; book renewals from the Expiry Report

What's included

• Training-Matrix-Certification-Tracker.xlsx: filled with fictional example data (28 employees, 16 courses, 217 records) so you can see how it works
• Training-Matrix-Certification-Tracker-BLANK.xlsx: an empty copy, ready for your team
• Works in Google Sheets: upload the .xlsx to Google Drive, right-click > Open with > Google Sheets, then File > Save as Google Sheets (tested: formulas and charts kept)
• Start-here.pdf: one-page quick-start guide, including how to open it in Google Sheets

Compatibility

• Microsoft Excel 2010 or newer (Windows & Mac) and Microsoft 365
• Google Sheets (free Google account). Set File > Settings > Locale to United Kingdom for £ and UK dates
• Not designed for Apple Numbers or mobile-only editing. A computer is recommended
• No macros, add-ons or subscriptions

Instant download

This is a digital product. Nothing physical will be shipped. Your download link appears straight after checkout and is also emailed to you. Stuck or have a question? Email info@phkmedia.co.uk and I'll gladly help you set it up.

Good to know

• Cream (pale yellow) cells are for your input. White and grey cells are worked out for you, and the sheets are protected (no password) so formulas are not overwritten by mistake
• A Health check on the Start Here tab and a Check/Status column on every log flag missing or odd entries
• Example renewal intervals are typical defaults you can change. First aid at work certificates last 3 years (HSE) and Driver CPC needs 35 hours of training every 5 years (GOV.UK), both checked 02/11/2026
• Dates follow your Excel or Google Sheets regional setting
• FAQ: Does it send reminder e-mails? No. Open the Expiry Report or Dashboard to see what is due
• FAQ: Can I rename courses, roles or departments? Yes. Names are text, so update old rows too (Find & Replace)
• FAQ: Can managers share it? Yes, in Google Sheets you can share it

DISCLAIMER

This tracker is a record-keeping aid, not legal or health and safety advice. It does not tell you which training the law requires for your business. All names and figures in the example file are fictional.

Licence: Licensed for use within one business. Please do not resell, share or redistribute the files.

AI disclosure: This template and its listing images were designed by PHK MEDIA LTD with the help of AI tools. All formulas were tested and the files were reviewed and finalised by the seller.

© PHK MEDIA LTD

Licence: Licensed for use within one business or household. You may edit and print the files for that business. You may not resell, share or upload them for others.