Free employee training tracker

Keep every completion date in one place and see what needs renewing before it lapses. This free employee training tracker lists your people down the side and your trainings across the top. Enter the date each person completed each training, and it works out when the training is due for renewal and whether it is complete, due soon, overdue or not started. Print the grid with its summary, or download a CSV or text copy.

It records dates, not skill levels. Use the skills matrix to show who can do each job and how well, and the onboarding checklist to plan a new starter's first week.

Set up a training tracker

1. Name the tracker, add the business if you like, and choose the Status as of date. Every status is worked out against this date, so a printed sheet stays true after the day you print it. Use today's date sets it to today.
2. Set the due soon window, such as 30 days. A renewal due within that many days shows as due soon.
3. List the trainings you track, up to 15. Mark each one as required or optional, and enter how often it must be renewed in months. Leave the months blank for training that does not expire, such as learning the till.
4. Add each person and, if you like, their role. You can track up to 30 people on one sheet.
5. Open Completion dates, choose a person with the Previous and Next buttons or the person list, and enter the date they last completed each training. Clear a date if they have not done it. The status beside each date updates as you type.
6. Check the grid, the summary and the Needs attention list in the preview, then print or download the tracker.

How each status is worked out

The renewal due date is the completion date plus the renewal interval. A date that does not exist in the target month moves back to the month's last day, so a training completed on 31 January with a one-month interval is due on 28 February, or 29 February in a leap year.

• Complete: done, and either it never expires or its renewal is due after the due soon window.
• Due soon: the renewal is due on the as-of date or within the window.
• Overdue: the as-of date is after the renewal due date.
• Not started: a required training with no completion date.
• Optional, not taken: an optional training with no completion date. It is not counted as a gap.

Required training counts as current when it is complete or due soon. Each person's row shows how many of their required trainings are current, and the summary gives the same figure for the whole team.

In the fictional sample, the status is as of 2 November 2026 with a 30-day window. Sam completed fire safety and evacuation on 20 November 2025, and it renews every 12 months, so the renewal is due on 20 November 2026. That is 18 days after the as-of date, inside the window, so it shows as due soon. Casey completed food hygiene on 3 August 2023 with a 36-month renewal, so it was due on 3 August 2026 and shows as overdue by 91 days. Across the team, 14 of 20 required trainings are current, or 70%.

Keep employee training records that stay useful

A training tracker is only as good as the dates in it.

• Record the date the training was completed, not the date it was booked. Keep the certificate or sign-off sheet with your records, since the tracker is a summary.
• Use one row per training that renews on its own schedule. If fire safety and first aid renew at different intervals, list them separately.
• Work from the Needs attention list. It puts overdue renewals first, oldest first, then renewals due soon, then required training not started. Book the next session before a training renewal turns overdue.
• Add new starters on their first day so required training shows as not started until it is done. The onboarding checklist helps plan that first week.
• Plan cover for training sessions. The staff rota builder helps schedule shifts around a course, and the employee attendance tracker records the days themselves.

Food hygiene, fire safety and first aid appear in the sample as examples. Which training is required, and how often it must be renewed, depends on your industry, the job and where you work, and this page is not legal advice. In the United States, OSHA lists training requirements and resources by topic, and state and local food safety rules are often based on the FDA Food Code. In Great Britain, HSE explains how employers provide information, training and supervision.

Print or download the tracker

Print / PDF prints the grid, the status summary, the Needs attention list and the as-of date. The printout uses a landscape page so more training columns fit. Each status has a mark as well as a word and a color, so a black-and-white printout still reads: ✓ complete, ! due soon, ✕ overdue, ○ not started and – optional, not taken.

Download CSV gives one row per person and training, with the completion date, renewal due date, days until renewal or days overdue, and the status. The file opens in Excel or Google Sheets, so if you came looking for a training tracker Excel template, save the CSV as a workbook and sort or filter it by status. Download text gives a plain summary to paste into an email or document.

The draft stays in this browser tab if you refresh. Download the CSV after each update so you have a copy to compare with the next one.

Frequently asked questions

Can I track employee training without an account?

Yes. The tracker opens with a fictional team and works without a login or email address. Nothing you type is uploaded.

What is the difference between a training tracker and a skills matrix?

A training tracker records when each person completed each training and when it is due for renewal. A skills matrix records how well each person can do each job, from learning to able to train others. Many teams keep both.

Why does the tracker use an as-of date instead of today?

So the statuses on a printed or downloaded sheet match the day they were worked out. Change the as-of date to see what will be due by a future date, such as the start of next month.

What happens to training that never expires?

Leave the renewal months blank. Once a completion date is entered, the training stays complete and never turns due soon or overdue.