Training matrix template for compliance training

A training matrix is a simple grid that shows which training each person or role needs, what they have completed, and when it next needs attention. Most small employers can build one in a spreadsheet in an afternoon. The columns are the courses or topics, the rows are people or roles, and each cell shows whether the training is required, done, due or not needed. This article explains why employers keep one, how to build it step by step, and gives a worked example with illustrative data.

What is a training matrix?

A training matrix (also called a skills matrix or training record matrix) is a single view of training across your workforce. It answers three questions quickly: who needs what, who has done it, and what is coming up. It is a tool, not a legal document. The law does not prescribe a format, and in the sources we checked it does not name a "training matrix" either, so you can build whichever version suits your size and risks.

Why employers keep one

Employers in Great Britain have a general duty to provide adequate health and safety training. Regulation 13 of the Management of Health and Safety at Work Regulations 1999 requires employers to take account of employees' capabilities when giving them tasks, and to ensure they receive adequate health and safety training on recruitment, when they are exposed to new or increased risks (for example a change of duties, new equipment or a new system of work), and repeated where appropriate. That training must take place during working hours.

HSE's guidance on providing information, training and supervision says keeping training records will help you decide if refresher training is needed. It also suggests asking your workers whether training is relevant and effective, and notes that low-risk businesses such as offices may only need to give simple information or instructions. HSE does not give a fixed schedule for refreshers in that guidance. A matrix is a practical way to follow that advice: it keeps the records in one place and makes gaps visible.

Other reasons are practical rather than legal: it helps with induction planning, spotting expiring certificates before they lapse, and showing an inspector, client or auditor what you have done.

How to build a training matrix, step by step

1. List the roles or people

Start with job roles if your team is large or roles are standard, and individual names if you have a small team. Include temporary and part-time staff, because the duty applies from when someone is first employed.

2. List the training topics

Take these from your risk assessments, your legal duties and any client or insurer requirements. Typical categories include induction, fire safety, first aid, manual handling, food hygiene (if you handle food) and anything specific to your work. For topics where you are unsure what the law requires, see our guides on fire safety training requirements and first aid at work and emergency first aid at work.

3. Map requirements to roles

For each role, mark each topic as required, not required, or "decide by assessment". This is the heart of the matrix. Base it on your risk assessment rather than on what other companies do.

4. Record completion and evidence

For each person and course, record the date completed, who delivered it, and where the evidence is held (a certificate, an attendance sheet or an e-learning completion record). Keep this simple enough that it will actually be updated.

5. Set the renewal basis

Decide when each item is next reviewed. Only some topics have a source for an interval. HSE says first aid at work certificates last three years. For most others, such as fire safety or manual handling, the legislation and HSE guidance we checked do not set a fixed interval, so your risk assessment decides, and you should say that in the matrix.

6. Name an owner and set review triggers

Someone should be responsible for keeping the matrix up to date, and you should review it when events happen: a new starter, a change of role, new equipment, a change in the workplace, or an incident. Those are the same triggers that regulation 13 uses for training itself.

Worked example (illustrative only)

The roles and courses below are invented to show how a matrix is laid out. They are not a recommendation of what your business needs. Your own risk assessment decides that.

Then, for each person, a record sheet or second tab captures the details. An illustrative row looks like this:

The dates are deliberately left as placeholders. Colour-coding the "next action" column (for example, overdue, due soon, in date) makes the matrix scannable at a glance.

Keeping it useful

• Keep one version, in one place, with an owner.
• Do not invent renewal periods because a spreadsheet needs a number. Write "set by risk assessment" until you have decided and recorded the reason.
• Check the actual expiry date shown on any certificate rather than calculating it.
• Review the requirements, not just the dates. A role that changes may need a different set of courses.
• Where it is practical, add a note on whether training worked, in line with HSE's advice to check relevance and effectiveness with workers.

We have not seen an HSE rule on how long training records must be kept, so we do not give a retention period here. If you need one, check with HSE, your insurer or your sector body. For how renewal timescales differ by subject, read how often health and safety training needs renewing in the UK.

Frequently asked questions

Is a training matrix a legal requirement?

No law we checked requires a matrix as such. The legal duty is to provide adequate training, and HSE advises that keeping training records helps you decide on refresher training. The matrix is one way to do that.

Should I use a spreadsheet or software?

Either works. A spreadsheet is enough for most small teams. Software becomes useful when you have many people, sites or expiry dates to chase. The structure is the same.

What is the difference between a training matrix and a training record?

A matrix shows requirements and status across many people at once. A training record holds the detail for one person or course: date, provider and evidence. Most employers need both.

Does the matrix cover CPD for professionals?

It can. Professionals often need to log CPD for a professional body as well as workplace training. Each body sets its own rules, so check the one you belong to. Our CPD hub is a good place to start for general CPD topics.

Does this apply in Northern Ireland?

The Management of Health and Safety at Work Regulations 1999 apply in Great Britain. Northern Ireland has its own health and safety regime, so check HSE Northern Ireland guidance there.

Next steps

Start small: list your roles and five or six core topics, mark what is required, and fill in what you can evidence today. You can refine the matrix as you go. For more professional development and training topics, see the Learnsignal CPD hub.

This article gives general information only and is not legal, regulatory or compliance advice. The example is illustrative; take advice for your own workplace and check current HSE guidance at hse.gov.uk.