Employee training matrix template for Excel (free)

A training matrix is a grid with employees down the side and required trainings across the top. Each cell shows when that person's training expires. It is the fastest way to see who is missing what.

Download the training matrix (CSV)

The template has columns for employee, role, location, CPR / first aid, forklift evaluation, food handler card, and an extra certification. Rename the columns to fit your business.

Setting it up in Excel

1. Open the CSV in Excel and save it as a workbook (.xlsx) so formatting sticks.
2. Put the expiration date in each cell, not the date of the class.
3. Select the date cells, then Home, Conditional Formatting, Highlight Cells Rules, A Date Occurring, and pick "Next month" for a yellow warning.
4. Add a second rule with a formula like =D2<TODAY() in red for anything already expired.
5. Freeze the top row and first column so names and headers stay in view.

Where training matrices break down

• Nobody opens it. Conditional formatting only helps when someone looks.
• The proof lives somewhere else. The sheet says a card is current, but the card itself is in someone's inbox.
• Several people edit copies. Each location keeps its own version and none of them agree.

If those sound familiar, a tracker that emails you before things expire does the looking for you. CertExpiryTracker tracks the same information, stores the certificate with each record, and exports back to CSV whenever you want a spreadsheet.