Free training matrix template
Track your team's training in one grid: staff down the side, courses across the top, and the date each course was completed in each cell. Certificates that have expired or are due within 90 days are highlighted.
First aid courses are set up with their three-year certificate. Add your own courses, then download the matrix for Excel or Word, or print it. No sign-up, and your work is saved on your device as you go.
Free, no sign-up. What you type stays on your device.
Keeping the matrix useful
- Update it the day someone finishes a course, joins or leaves, not once a year.
- Check the amber cells every month. A first aid course takes weeks to arrange, so 90 days is the point to book.
- Keep a copy of each certificate with the matrix, so you can show an auditor or insurer the evidence behind each date.
- Use the first aid needs calculator to check the matrix has enough trained first aiders for your workplace, including holidays and shifts.
Read our guide to the first aid at work certificate for what each certificate shows and how to check one.
Common questions
What is a training matrix?
A grid that shows who in your team has completed which training. Staff run down the side, courses across the top, and each cell holds the date the course was completed. It shows at a glance who is trained, who is not, and whose certificates are about to expire.
Do I have to keep training records?
Employers must give employees the training they need to work safely, and records are the simplest way to show that you have. For first aid, the dates matter most: once a certificate expires, HSE no longer considers that person competent to act as a workplace first aider, so you need to know when each one is due.
How long do first aid certificates last?
Three years. Emergency First Aid at Work and First Aid at Work certificates both expire three years after the course. Renew them before they expire, because an expired certificate no longer counts towards your first aid cover. HSE also strongly recommends annual refresher training.
How often should other training be renewed?
It depends on the course and your risk assessment. Some training has a fixed certificate period, and some is refreshed when the work, equipment or law changes. Set the renewal period for each course to match your own policy, or choose Does not expire for one-off training such as induction.
Can I open the matrix in Excel?
Yes. Download for Excel saves a CSV file that opens in Excel, Google Sheets and Numbers, with the completion date, expiry date and status for each course. You can also download a Word copy or print the matrix.
Where is my matrix saved?
Only in your own browser on this device. Nothing is sent to Amber Training. Download a copy to keep it safe or share it, and untick Remember this matrix to clear it when you leave.
Sources
This tool gives general guidance based on the sources above. It is not legal advice, and your own assessment of your workplace decides what you need.
Need first aid training for your team?
We train up to 12 of your staff per session at your venue, anywhere in England. No payment until your booking is confirmed.