Training matrix template (free Excel skills matrix)
See who is trained in what, at a glance. Set the level each skill requires, score each person, and the sheet shows gaps in colour and works out each person's coverage.
Free to use, edit and share. Opens in Microsoft Office, Google Docs and Sheets, and LibreOffice.
What is a training matrix?
A training matrix (or skills matrix) is a grid with people in rows and skills, courses or certifications in columns. Each cell shows a person's level in that skill. It shows at a glance where the gaps are, who can cover for whom, and who can train others.
How the template works
- Skills in row 4: eight columns to rename, for example health and safety, data protection, product knowledge or a machine or system.
- Required level in row 5: the level each skill needs for this team. Set it to 0 if a skill is not required.
- Scores from 0 to 3: 0 not trained, 1 in training, 2 competent, 3 can train others.
- Colour coding: red for 0, amber for 1, green for 2 and dark green for 3.
- Coverage %: the share of required skills where a person meets the required level.
How to build your matrix
- List the skills that matter for the role, not everything anyone could learn. Eight to fifteen is a workable number.
- Set the required level per skill. Safety might need 2 for everyone; a specialist machine might need 2 for only some roles.
- Score people honestly, based on evidence: a test result, a certificate or an observed task, not self-rating alone.
- Sort by coverage % to see who needs training first.
- Look down each column for single points of failure: skills where only one person is at level 2 or 3.
- Feed the gaps into your training plan and update the matrix as training is completed.
Where training matrices are used
| Setting | Typical skills |
|---|---|
| Manufacturing | Machine operation, safety, quality checks, lock-out procedures |
| Healthcare | Infection control, equipment use, mandatory training |
| Construction | Site induction, working at height, equipment tickets |
| Retail and hospitality | Tills, food safety, product knowledge, customer handling |
| Offices | Data protection, systems, code of conduct, role skills |
Keeping the matrix up to date
A matrix is only useful if it is current. The hard part is collecting evidence of who has completed what. When training runs in an LMS, completion records, test results and certificates are already stored, so updating the matrix becomes a quick check rather than a chase. See certificates and training records and compliance training LMS.
Common questions
Is this training matrix template free?
Yes. The Excel file is free to download, edit and share.
What is the difference between a training matrix and a skills matrix?
They are usually the same thing. Some teams use "training matrix" when the columns are courses or certifications, and "skills matrix" when the columns are skills.
What scale should a training matrix use?
A 0–3 or 0–4 scale is common. This template uses 0 not trained, 1 in training, 2 competent and 3 can train others.
Can I track expiry dates?
Add a second sheet with the certification date and expiry per person and skill, or use an LMS that keeps certificate records.
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