Training matrix vs training register: which fits a small crew?
By CertKeep Team · Reviewed
A training matrix shows people against skills or courses. A training register gives each person’s course its own row. For a small subcontractor, the useful choice depends on the question you need to answer before the next job.
Start with the question you need to answer
- “Which of our crew has this training?” A matrix gives a compact crew-wide view.
- “What expires next, and who needs a booking?” A register is easier to sort by individual expiry date.
- “Is this card genuine and appropriate for the job?” Neither layout answers that. Check the original evidence and the relevant scheme’s official checker.
What changes in day-to-day use?
| Task | Excel matrix | CertKeep register |
|---|---|---|
| See people against courses | People in rows, course headings across columns. | One row per person’s course; search by person, team or course. |
| Review the next renewals | Use the template’s date warnings and review date. | Filter Due soon, Expired or Missing date. |
| Arrange reminders | Keep a review routine in your calendar. | Download calendar events, import them and check your calendar’s reminder settings. |
| Share a review | Export or share a copy carefully using your own file permissions. | Export CSV or print a report. Multi-user shared workspaces are not included. |
| Keep the source evidence | Use your existing secure document storage. | Record a certificate reference. Document uploads and scanning are not available yet. |
| Start at no cost | The free template has space for 50 people. | Free holds 10 records. Pro holds up to 1,000 at £12/month or £120/year. |
Count certificates, not just people
Fictional example: five workers with four courses each need 20 register records. That exceeds CertKeep’s 10-record free plan, although you can start by tracking the next ten renewals. A matrix might show those same details in five rows and four course columns.
The annual Pro plan costs £120 upfront, £24 less than twelve £12 monthly payments. Start with the free tools to see whether the workflow helps before choosing a paid plan.
A practical way to move from a spreadsheet
- Keep an untouched copy of the original file in your secure storage.
- For a register-style CSV, use Person, Course and Expiry columns, with dates in YYYY-MM-DD format. Each person’s course needs its own row.
- Check the CSV for upcoming dates and gaps. This free tool processes it in your browser and does not upload it to CertKeep.
- Try the fictional interactive demo to test filters and exports.
- If the workflow suits you, create a private register and add the dates you want to track. Automatic CSV import and spreadsheet synchronisation are not currently included.
When keeping the spreadsheet is sensible
If one person maintains an accurate file, the review routine works and you do not need a separate online register, the spreadsheet may already meet your needs. Keep it secure, check access permissions and review the original evidence when dates change.
Keep the next renewal in view.
CertKeep gives you a private certificate register with date filters, CSV export and calendar downloads. Start with 10 records free.
The demo needs no sign-in. Your own saved register needs an account and is not public.