How is the validity period calculated?

The expiry date is the completion date plus the course term in months from the course list. You can override the term for an individual record. If the term is 0, the training never expires.

What do the colors in the table mean?

Green means the training is valid, yellow means no more than the set number of days remain (60 by default), red means the term has already passed. You can change the number of days in the settings.

What if an employee took the course again?

The old record for the same course gets the status "Superseded" and is not counted as overdue, so there are no false alarms.

Which course terms should I use?

The terms in the list are examples. Check them against the requirements of your industry and your internal documents: the spreadsheet calculates using the values you enter.

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Employee Training and Certification Tracker — Excel Template

Employee register, course log with completion date and validity, a traffic-light overdue status, a summary by department and a monthly training chart.

≈ $4.89

390 ₽

Blank template + filled-in example · Excel 2007+, LibreOffice, Google Sheets

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What it is for

Training deadlines for occupational safety, fire safety, electrical safety and other courses are easy to lose: certificates sit in different folders and overdue ones are noticed during an inspection. In this spreadsheet every record gets an expiry date and a color: green = valid, yellow = expiring soon, red = overdue. You can see in advance who needs to be sent for training and when.

What is inside

"Settings": list of departments and courses with their validity period, number of days for the warning, current date.
"Employees": up to 200 people: department, position, number of records, overdue items and the nearest expiry for each person.
"Training": up to 1000 records: employee, course, date, document, term, expiry date, days left and a traffic-light status.
"Summary": statuses by department and course, share in good standing, a chart.
"Chart": how many trainings expire in each of the next 12 months, with a cumulative total.

Who it is for

Occupational safety and HR specialists, managers of production sites, warehouses, vehicle fleets and organizations that need mandatory employee training and track the validity of certificates.

What you get

The package contains a blank spreadsheet and a filled-in sample with fictional data, so you can see how the formulas and checks work. It is a spreadsheet built on ordinary formulas, not accounting software. All fixes and new versions of the project are free.

Compatibility

Excel 2007 and later, LibreOffice. No macros. The file is in English. Rates, thresholds and standard values are kept in the settings: check them against your local rules before use. The calculation is approximate.

📘 How to Build an Employee Training Tracker in Excel

Questions and answers

How is the validity period calculated?: The expiry date is the completion date plus the course term in months from the course list. You can override the term for an individual record. If the term is 0, the training never expires.
What do the colors in the table mean?: Green means the training is valid, yellow means no more than the set number of days remain (60 by default), red means the term has already passed. You can change the number of days in the settings.
What if an employee took the course again?: The old record for the same course gets the status "Superseded" and is not counted as overdue, so there are no false alarms.
Which course terms should I use?: The terms in the list are examples. Check them against the requirements of your industry and your internal documents: the spreadsheet calculates using the values you enter.