Guide
What the law asks for, and what the cards are
We know of no rule in the sources we use that requires a document called a training matrix. The matrix is how you show that the training and competence duties that do exist are met, and many of the cards clients ask for are industry and contract requirements rather than law.
In the UK, section 2(2)(c) of the Health and Safety at Work etc. Act 1974 requires an employer to provide the information, instruction, training and supervision needed for health and safety, so far as is reasonably practicable. Regulation 13 of the Management of Health and Safety at Work Regulations 1999 adds that capabilities are taken into account when tasks are given, that training is provided on recruitment and when risks are new or change, that it is repeated periodically where appropriate, and that it takes place in working hours. CDM 2015 asks for the skills, knowledge and experience to do the work (regulation 8), site induction by the principal contractor (regulation 13(4)), and bars a contractor from employing anyone without the competence the work needs (regulation 15(7) to (9)).
CSCS, CPCS, NPORS, SMSTS, SSSTS, PASMA and IPAF cards are the usual examples on UK sites. They are industry schemes that a client or principal contractor may require; they are not in themselves legal duties.
In the US, OSHA 10 and OSHA 30 cards from OSHA Outreach Training and NCCCO crane operator certification are common examples; whether they are required depends on the state, the client and the contract. In Australia the White Card for general construction induction training is the usual example; the model WHS Regulations published by Safe Work Australia deal with it in regulations 316 and 317, which we have seen only in summary.
We do not list validity periods for any card, because they differ by scheme and we have not checked them. Enter the expiry date printed on each card.
How to set up and keep the matrix
Start with the certificates sheet: one row per certificate or course, and say who needs it, either everyone or named roles. A crane operator card required only for crane operators will then not count against the laborers.
Add each worker with a role and enter the expiry date of every certificate they hold. Leave the date empty for training that does not expire; it then counts as valid.
Set the warning period to the time you need to book a renewal course. The calculator suggests 60 days, which you can change, and every certificate expiring within the period is flagged and listed soonest first.
Choose the report date. For a weekly check use today; for an audit, use the date the auditor will look at. In the Excel template the colors use TODAY(), so the file updates itself whenever you open it.
Review the expiring list when you plan the next month, and keep the certificates themselves on file: the matrix is an index, not the proof.
Names stay where you type them: the calculator runs in your browser and sends nothing to us, and the Excel file stays on your computer.
Dates, boundaries and common mistakes
Days to expiry is the expiry date minus the report date in whole days. A certificate is still valid on its expiry date, so on that day it shows as expiring with 0 days left; from the next day it is expired. Compliance counts valid and expiring certificates over all required ones: in the worked example, (39 + 6) / 48 = 93.75 %.
- Entering the issue date instead of the expiry date: every card then looks expired or about to expire.
- Marking optional training as required for everyone: compliance falls for no reason. Say which roles need each certificate.
- Treating expiring as non-compliant: the certificate is still valid; the status is there to give you time to renew.
- Dates typed as text in Excel: enter real dates, or TODAY() cannot compare them.
- A certificate that is not on the certificates sheet: the calculator warns about an unknown certificate instead of counting it.
Questions about training matrices
What is a training matrix?
A training matrix is a table of workers against the certificates and training their roles require, with an expiry date in each cell. It shows at a glance who is qualified for which task on a given day and what runs out soon. On a construction site it is usually what the site manager shows when a client or auditor asks about competence.
What is the difference between a training matrix and a skills matrix?
A training matrix tracks certificates and their expiry dates; a skills matrix rates what each person can do, often on a scale. Many firms keep both in one sheet. Our template is a training matrix with expiry tracking and compliance counts; if you also want skill levels, add your own columns next to the certificate columns.
How long are CSCS or OSHA cards valid?
We do not list validity periods, because they differ by scheme and card type and we have not verified them. Enter the expiry date printed on each card or certificate. The calculator then counts down to that date and flags it within your warning period, whatever the scheme and whichever country issued it.
Does an expiring certificate count as compliant?
Yes. Expiring means still valid on the report date but running out within the warning period you set. It counts toward compliance; expired and missing certificates do not. The status exists so you can book renewals in good time instead of finding out on the day a worker can no longer do the task.
Are worker names sent anywhere?
No. The calculator runs in your browser, and names, roles and dates are not sent to our server or stored by us. The Excel template works offline on your own computer. Because the matrix holds personal data about your workers, keep the file where your company keeps its other personnel records.