Training Matrix & Skills Matrix Maker

About the Training Matrix & Skills Matrix Maker

A training matrix shows at a glance who is trained on what. Rows are your people — typed in or imported from a staff list — and columns are the trainings, SOPs, skills and policies each role needs. Every cell holds a level (not trained, in training, competent, can train others) and, once it is done, the completion date, the trainer, a score and the evidence: a certificate number, an observation or a file.

Each training can have a validity period, so every completion gets an expiry date, and the grid colours each cell for the person’s role: up to date, due soon, expired, required but not done, in training or below the level required, always with a short label as well as the colour. Filter by department or role, see the training plan of who must be trained next with due dates, and keep a training record per person — the documented information an organisation keeps as evidence of competence, for example under ISO 9001 clause 7.2.

The free preview works out the matrix of up to 5 people and 5 trainings in full colour with its plan, and shows its documents as marked page images. A Premium pass unlocks every row and column, evidence files and every export: the Excel workbook, the A3 matrix, training records, rosters, acknowledgement lists and the plan as a calendar file. Your data stays in this browser.

Common uses

• A quality manager keeping training records and SOP sign-offs ready for an ISO 9001 audit.
• A production or warehouse supervisor planning who to train next and when licences run out.
• An HR team tracking mandatory courses, refreshers and policy acknowledgements across departments.
• A small clinic, lab or kitchen keeping certificates and their expiry dates in one place.

What the colours and labels mean

• Up to date (green; C or C+): done, at the level the role needs, not expiring within the warning period.
• Due soon (amber; DUE): expires within the warning period (30 days at first; change it under Settings).
• Expired (red; EXP) and Required, not done (red; !): the role needs it and it is missing or out of date.
• Below the level required (amber; ↓): done, but the role needs a higher level, such as “can train others”.
• In training (blue; T): started, not yet signed off.
• Not required (no colour): the role does not need it; anything recorded there still shows its level.

The share above the matrix (“valid now”) counts the required trainings that are up to date or due soon, so still valid today. A training whose role needs only “in training” is met once the person is in training.

Validity, expiry and the plan

A training valid for 12 months and completed on 31 January expires on the last day of February the next year: months are added to the date, keeping the day where it exists. You can also type an expiry date by hand, which then wins. The plan lists every required training that is missing, in training, below the level, expired or due soon, with a due date: the expiry date for renewals, today for anything already expired, and for missing training the start date plus the days new starters have (30 at first). The plan downloads as a calendar file with a reminder a week before each date.

Training records as evidence of competence

ISO 9001’s competence requirements are in clause 7.2: the organisation determines the competence people need, makes sure they are competent on the basis of education, training or experience, takes action to close gaps and checks that it worked, and keeps appropriate documented information as evidence of competence (7.2 d)). The ISO 9001 Auditing Practices Group gives diplomas, licences, completed training and performance reviews as examples of such evidence. Each person’s training record here lists every training their role needs with its level, dates, trainer, score and evidence, and has lines for the employee’s and the supervisor’s signatures. Change the record’s heading under Settings if you keep it for another standard. Whether the records meet your auditor’s expectations is for you and your auditor to judge.

Importing

People import from any CSV or Excel sheet whose first row names the columns: Name and, if you have them, Employee code, Department, Job title, E-mail and Date of joining. Trainings take Training, Type, Group, Valid for (months) and Required for (roles separated by semicolons, or “All”). Completed trainings take Employee (name or code), Training, Completed and optionally Level, Expires, Trainer, Score and Evidence. The CSV templates under Data show each layout.

Sources

• ISO 9001 Auditing Practices Group (ISO and IAF) — the paper “Competence”, on auditing clause 7.2 of ISO 9001.

Limitations

• One browser on one device: there is no shared login or sync between colleagues. Keep backups, and restore one to use the matrix elsewhere.
• It does not deliver or test training: it records what you enter or import.
• Evidence files are kept in this browser’s storage; large scans fill it quickly, so keep the originals elsewhere too.
• A training record here supports, but does not replace, your organisation’s own procedures and an auditor’s judgement.
• The PDFs draw Latin-script text; names in other scripts appear as “?”.

Privacy

On this device; its files download once

Everything happens in your browser. People, trainings, records and evidence files are kept in this browser’s storage on this device and never uploaded; backups and exports are files you download yourself.