Free downloads · Free Excel · for construction and civils
The site requirements matrix: who can work on which job?
Three sites, thirty people, every site asking for something different. This spreadsheet puts your workers next to the requirements of each site: expiry dates colour themselves on the familiar traffic-light thresholds, and a YES/NO column per site works out who gets through the gate.
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How the matrix works
- Site requirements tab — put an x against every card or ticket a site requires — three sample sites are already in.
- Matrix tab — one row per worker, one column per certificate; you only fill in the expiry dates.
- Traffic-light colours — red = expired, amber = within 30 days, yellow = within 90 days, green = valid — the same thresholds as the Certly dashboard.
- YES/NO per site — the matrix compares every worker with every site's requirements and says whether the gate opens (as at today).
- Eight sample workers — so you can see straight away how it's meant to work — replace them with your own people.
Where the matrix stops
The matrix answers today's question: who can be deployed on which job right now. What it doesn't do is look ahead — it sends no reminder when a driving licence expires in six weeks while the package runs for another three months, and it doesn't update itself when a new starter or a new site arrives.
That's no reason not to start: whoever fills the matrix in once knows exactly where the gaps are. It is the reason principal contractors increasingly ask for a system here rather than a spreadsheet.
Frequently asked questions
How do I track which certificates each site requires?
Build a matrix with workers down the rows and certificates across the columns, and record per site which columns are mandatory. Then check, per worker, whether every mandatory certificate is valid on the start date. In this free spreadsheet that comparison is built in as a formula.
What's the difference from an ordinary training matrix?
A training matrix tracks expiry dates per document. A site requirements matrix puts the job's requirements next to it: a valid ticket the site doesn't ask for is irrelevant, and a missing ticket the site does ask for blocks the deployment. You need both — the training matrix for monitoring, the requirements matrix for deploying.
Can this be done automatically?
Yes. In Certly Pro you record requirement profiles per site or client; the system checks every worker continuously, warns when a document expires during the job and produces a shareable file for the client. The matrix is the manual forerunner of that.
Further reading
- The free training matrix template (Excel) — for monitoring the dates themselves
- CSCS Smart Check at the gate: what the check catches
- How to build a construction training matrix that holds up
Rather have this happen by itself?
Certly tracks certificates, inspections and licences automatically: reminders at 90, 60 and 30 days, escalation at 14 and 7, and an evidence pack at the press of a button. Trying it costs nothing.