Free downloads · Free tool · for any training matrix
What's about to expire in your spreadsheet?
Drop in the training matrix or certificate list you already keep. In a few seconds you see what's expired, what runs out in the next 30 and 90 days, which months get busy — and which dates nobody could read. Your file stays on your computer.
Drop your spreadsheet here
Excel (.xlsx) or CSV · read in your browser, never uploaded
What the scan shows you
- The count per status — expired, within 30 days, within 90 days and valid, on the same thresholds Certly uses for its reminders.
- Who's affected — how many people or vehicles have at least one expired document, the ones who can be turned away at the gate today.
- The year ahead — expiry dates per month for the next twelve months, so you see the busy months before they arrive.
- The blind spots — cells that say “booked”, “TBC” or hold a typo. A spreadsheet can't warn you about a date it can't read, and neither can anyone else.
Why a scan beats scrolling
Most matrices are right on the day someone last worked through them. After that, dates slide from green to amber to red without anyone opening the file — until a card fails the check at the gate or an auditor asks for the evidence.
The scan gives you today's picture in one go. Run it again next month and it'll look different: that's the part a spreadsheet can't do by itself, and the part Certly takes over with reminders at 90, 60 and 30 days.
Frequently asked questions
Is my spreadsheet uploaded anywhere?
No. The file is read by your own browser; it never reaches our servers. If you ask for the full list we receive your first name, your email address and the totals (how many expired, how many within 30 and 90 days) — never names, documents or dates.
What does my spreadsheet need to look like?
Any layout with a header row works in one of two shapes: one row per certificate (a name column, a certificate column and an expiry date column), or a matrix with one row per person and one column per certificate holding the expiry date. Both CSV and Excel (.xlsx) work, including files with several tabs.
Which date formats does it read?
Real Excel dates plus the usual British ways of typing them: 31/03/2027, 31-03-27, 31.03.2027, 31 Mar 2027 and 2027-03-31. Cells like n/a or a dash are skipped; anything else that isn't a date — booked, TBC, a typo — ends up in the list of dates we couldn't read.
How are the statuses worked out?
The same way Certly does it: expired is past its date, then within 30 days, within 90 days and valid beyond that. The 90/60/30-day reminders in Certly follow the same thresholds.
Can I bring the same file into Certly?
Yes. Create a free trial account and upload the same file on the import page — it reads the same list and matrix layouts as the scan. Anything the scan couldn't read is skipped and listed, so you can add those dates by hand. With our own training matrix template, job roles, departments and email addresses come across too.