Staff Training Matrix Template
A free training matrix template for pubs, restaurants, cafes and hotels: staff down the side, the mandatory and role-based courses across the top, a code for done, due and expired, an expiry register and a training plan sheet. PDF, ready to print.
A training matrix is one page that answers the question every inspector, insurer and new manager asks: who is trained in what, and is it current. Down the side are the people; across the top are the courses the venue needs, from Level 2 food hygiene and allergen awareness through fire warden, first aid, COSHH and personal licence; in each cell is a code for done, due or expired. It turns a folder of certificates into a plan, because the empty cells and the expired ones are the training you need to book. This free template gives you the matrix pre-filled with the courses a hospitality venue typically needs, an expiry register for the certificates behind it and a plan sheet for booking the gaps.
What's in the PDF
Training Matrix
Codes: D = done (write expiry), U = due, X = expired, N/R = not required for role. Columns: Staff Name · Role · Food Hygiene L2 · Allergen Awareness · HACCP / SFBB · COSHH Briefing · Fire Warden · First Aid · Manual Handling · Challenge 25 · Personal Licence · Induction.
Certificate Expiry Register
Columns: Staff Name · Course / Certificate · Provider · Date Achieved · Expiry / Refresh Due · Renewal Action · Booked?.
Training Plan
Columns: Gap (person and course) · Provider · Format (online / classroom / in-house) · Owner · Target Date · Completed.
Paddl does this automatically
Instead of filling in paper templates, Paddl generates staff training matrixs automatically with AI - complete with digital signatures, mobile access, automatic reminders, and audit-ready records for EHO inspections.
Why you need this
What's included
How to use this template
List everyone and mark the courses their role needs
Not everyone needs everything. Mark the cells that do not apply to a role so the gaps that remain are real gaps.
Fill the matrix from the certificates you hold
For each certificate, write the code and the expiry in the cell and add a line to the expiry register. Anything you cannot find a certificate for is a gap.
Turn the gaps into a plan
Every empty or expired cell becomes a line on the training plan with a course, a provider, an owner and a date.
Review monthly and at induction
Add new starters on day one. Review the expiry register monthly with a 60-day horizon so refreshers are booked before certificates lapse.
Tips for getting the most from this template
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Skip the paperwork entirely
Paddl digitises everything in this template - and more. AI-generated plans, mobile completion, automatic alerts, and audit-ready records. No printing, no filing, no gaps.