Free training matrix template
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Free training matrix template (PDF-ready). Map roles to licences, tickets and competencies, track status and expiry, and prove WHS compliance.
Commercial Director
Key takeaways
- A training matrix maps roles and people against the licences, tickets and competencies their work requires.
- It supports the WHS Act 2011 section 19 duty to ensure workers are competent and supervised.
- ISO 9001 clause 7.2 expects you to determine, evidence and evaluate competence; a matrix delivers that view.
- The matrix is the overview grid; individual training records hold the underlying proof. Keep them linked.
- Track verification and expiry dates so renewals and refreshers happen before a competency lapses.
Updated 9 June 2026
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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 using this training matrix template
- Compliance evidence: produce a single grid that shows auditors and principal contractors who holds which competency and when it expires.
- Gap visibility: scan rows and columns to spot missing tickets, expired licences and single points of failure before they bite.
- Expiry control: track verification and refresher dates so renewals happen early instead of pulling a worker off the tools.
- Workforce planning: see which competencies are thin across the team and plan training, hiring and rostering around real coverage.
- Role clarity: define the required competencies for every role once, so onboarding and inductions check against a known standard.
- Audit readiness: link the matrix to underlying records so a request for proof of competence is answered in minutes, not days.
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.
- Automatically get alerts when faults are identified.
- Link every form digitally as a PDF to the relevant asset, location or person.
- Receive a digital PDF copy with every submission to your email.
- Ability to share forms digitally.
- 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.
- Restrict permissions (who can view, complete or approve).
- Build forms with AI (describe what you need and MapTrack suggests the form).
- Set recurring audit schedules with automatic reminders and escalation.
- Produce regulator-ready PDF compliance packs in one click.
- Track corrective actions from finding to close-out with full audit trail.
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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 to use this training matrix template
- Define the roles and the competencies each role requires.: List every role or position in scope, then for each one identify the mandatory licences, tickets, certificates, inductions and verifications it depends on. Draw this from your risk assessments, safe work procedures, regulatory requirements and the actual tasks the role performs day to day.
- Build the grid with people as rows and competencies as columns.: Set up the matrix so each row is a person or position and each column is a required competency. Group columns by category, such as high risk work licences, site inductions and first aid, so the grid stays readable as the number of competencies grows across multiple crews and sites.
- Populate current status from your existing records.: For every cell, record whether the competency is completed, in progress, expired or not required, then add the verification date and the expiry or refresher date. Pull this from certificates, licence cards, assessment results and your individual training files rather than relying on memory.
- Review the matrix for gaps and single points of failure.: Read down each column to see how many people hold a given competency, and read across each row to find under qualified workers. Flag any competency held by only one person, any expired item and any role where a mandatory requirement is missing, then prioritise the highest risk gaps.
- Assign actions, set reminders and keep it current.: For each gap or upcoming expiry, book the training or verification, record the owner and due date, and set a reminder well ahead of the expiry. Update the matrix whenever someone completes training, joins, leaves or changes role so the grid always reflects real workforce capability.
In MapTrack, you can automate compliance tracking and audit trails. Each submission is stored as a timestamped PDF against the asset record.
Get the free templateEnter your email above to download the full training matrix template as a PDF.Back to download formHow 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.
Frequently asked questions
Applicable regulatory standards
This template aligns with the following regulations and standards:
- WHS Act 2011 - Section 19 (provision of information, training, instruction and supervision)
- WHS Regulations 2011 - High risk work licences and verification of competency
- ISO 9001:2015 - Clause 7.2 (competence) and Clause 7.5 (documented information)
- Safe Work Australia - High risk work licensing framework
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