Training matrix template

What a training matrix is for

A training matrix tracks training rather than skill: which procedures, courses and certifications each person has completed, which are in progress and which are due again. It is what production, laboratory, warehouse and other regulated teams keep for audits — and what a lead reads to plan who trains whom next.

The workbook opens in Excel, Google Sheets and Numbers, with 6 example people, a notes column for what the ratings mean, and empty rows to add your own.

Making it fit your team

• One row per procedure, course or certification, named the way your quality system names it ("SOP 12"), so an auditor can match the matrix to the document.
• Put the expiry date in the notes column for anything that has to be renewed, and sort or filter on it before each month starts.
• Leave a cell blank for training someone is booked on or wants. Blank means "next", not "not applicable"; delete the row for a person who will never need it.

The rating scale

Every cell is rated on the same five levels, each defined by something you can watch a person do, and a blank cell means “wants to learn this”. The proficiency levels guide explains where they come from.

0 None

Hasn't done it yet.

1 Beginner

Does it with guidance or a checklist.

2 Competent

Does it alone on routine work.

3 Proficient

Handles the unusual cases; others rely on them.

4 Expert

Sets the standard and teaches it to others.

Training matrix vs. skills matrix

A training matrix asks "has this person been trained?"; a skills matrix asks "what can this person do?". The template answers both on the same five-level scale: None is not trained, Beginner is in training, Competent is trained and works alone, Proficient handles the exceptions, Expert can train others.

That last level is the one most training matrices are missing. A procedure nobody is signed off to train is a gap that only shows when a new starter arrives — the template's colours make it visible before then.

If your team is mostly about skills rather than certificates, start from the manufacturing or general template instead; the structure is the same.

More templates

• Software engineer skills matrix template
• HR skills matrix template
• Product manager skills matrix template
• Customer service skills matrix template
• Manufacturing skills matrix template
• General team template

All of them, and how to use any one as a competency matrix template, are on the skills matrix templates page.