Free training matrix template

What is a training matrix template?

A training matrix, sometimes called a skills or competency matrix, is a single grid that maps every role or person against the training, licences, tickets and competencies they need to do their work safely and correctly. Each row is a person or position and each column is a required item, such as a white card, working at heights ticket, forklift licence, first aid certificate or a verification of competency. The cell records the status of that requirement: completed, in progress, expired or not required, along with the verification and expiry date. Read across a row and you see whether one worker is fully qualified. Read down a column and you see who across the team holds a given competency.

The matrix is a planning and evidence layer that sits above your individual training records. The matrix gives you the overview grid and the gaps at a glance, while each individual record holds the underlying certificate, assessment result and signed sign off for one person. Used together they answer two different questions: who can do this work right now, and where is the proof. For a person conducting a business or undertaking, that combination supports the duty to ensure workers are competent and supervised, and it gives auditors and clients a fast, defensible view of workforce readiness.

Learn more about compliance and inspections in MapTrack.

Benefits of digitising forms in MapTrack

When you move your registers from paper to MapTrack, you get:

• Field users can easily scan a QR code to complete a form on mobile. Unlimited users.
• Email the right people when a form is submitted, with an automation you set up.
• File every completed form against the asset, location or person it covers.
• Download any completed form as a PDF, with failed answers listed at the top.
• Fill in forms offline; they upload when the device is back online.
• Build conditional logic (show or hide questions based on answers).
• Take pictures or attach photos. Not possible with a paper-based form.
• Electronic signatures.
• Edit forms later without reprinting.
• Set who can view, fill in or edit forms with user roles.
• Upload a paper form (PDF, Word, Excel or a photo) and MapTrack's AI builds a digital version for you to check.
• Assign audits and send reminder emails to the people doing them.
• Keep every audit, inspection and sign-off against the asset or site it covers.
• Track corrective actions as work orders from finding to close-out, with each change in the activity log.

Book a demo to see how MapTrack handles registers.

What to include in a training matrix template

This training matrix template covers 9 key areas:

• Worker or role identifier: name, employee number or position title for each row of the matrix.
• Role, crew or work area: the team, site or department the person belongs to, for filtering and coverage views.
• Required competencies as columns: licences, tickets, certificates, inductions and verification of competency relevant to the role.
• Status indicator per cell: completed, in progress, expired, not required, using a consistent legend or colour key.
• Issue and verification date: when the competency was attained, assessed or verified by a qualified assessor.
• Expiry or refresher date: the renewal date, or a review date for competencies that do not formally expire.
• Evidence reference: a link or document number pointing to the underlying individual training record or certificate.
• Verified by and method: who confirmed competence and how, such as ticket sighted, assessment or supervised observation.
• Notes and actions: planned training, bookings, conditions or restrictions, and any follow up owner and due date.

How often should you complete this register?

A training matrix is a living document, so the cells change as people complete training, licences expire and roles shift. At a minimum, review the whole matrix on a set cycle, such as monthly for high risk crews or quarterly for lower risk teams, and update individual cells in real time as competencies are attained or expire. Drive the rhythm off the expiry dates: build a habit of checking what lapses in the next thirty, sixty and ninety days so renewals and refreshers are booked before anyone falls out of currency. Whenever a person joins, leaves or moves role, update their row straight away so coverage stays accurate.

The underlying duty does not name a frequency. Under the WHS Act 2011 a person conducting a business or undertaking must provide the information, training, instruction and supervision needed to protect workers, so far as is reasonably practicable, which means competence has to stay current as work and risks change. ISO 9001 reinforces this by asking organisations to determine competence, take action to close gaps and evaluate that the action worked, then retain the evidence. High risk work licences are typically valid for five years and renewed with the state regulator, so the matrix should carry those expiry dates and prompt action well ahead of the deadline rather than after a card has lapsed.

Applicable regulatory standards

This template is a starting point. Check the current requirements that apply to your equipment, work and location. The template alone does not establish compliance.

Each source was read at its publisher and the page checked on 26 October 2026. The publisher's current text is the authority.

Related resources

More compliance templates and guides:

• Site induction checklist
• Toolbox talk attendance form
• Safe work procedure template
• Job safety analysis (JSA)
• Risk assessment template
• Digital forms
• Compliance features
• Pricing