Certification & Training Expiry Tracker

Type the date of the last training — Excel shows what is valid, due soon, expired or missing.

• Colour per cell: valid · due soon · expired · missing
• Expiry calculated from validity in months
• Next expiry and compliance % per employee
• Instant download: BLANK + EXAMPLE · Quick Start PDF
• Built by a production manager · one-time purchase, no subscription, no macros

▶ REQUIRES MICROSOFT EXCEL (DESKTOP) 2016 OR NEWER — Windows or Mac.

Not for Google Sheets, Apple Numbers or mobile apps.

The SmartFactoryTools Certification & Training Expiry Tracker is the quickest way for a small company, a department or a supervisor to stop certificates and refresher trainings from expiring unnoticed — forklift licences, first aid, fire warden, food hygiene, allergen awareness, lock-out / tag-out and more.

One simple grid: employees in rows, trainings in columns. Type the last completion date in each cell. The workbook calculates the expiry date and colours the cell automatically.

No macros. No subscription. No setup.

WHAT IT DOES

• Up to 60 employees × 20 trainings / certificates
• Validity in months per training (0 = never expires)
• Each cell coloured automatically: green = valid · amber = due soon · red = expired · pink = missing · grey = N/A
• Type N/A when a person does not need a training
• Per employee: required, valid, due soon, expired, missing, compliance %, next expiry date
• Per training: required, valid, expired, missing, compliance %
• KPI strip: employees, overall compliance, expired, due soon, missing
• EXPIRY LIST: expired and expiring certificates sorted by date with days left, plus a list of missing trainings
• Data check: text in date cells, future dates and duplicate names are flagged
• Reminder window editable (default 60 days)

WHAT'S INCLUDED (ZIP)

• BLANK workbook — ready for your data
• EXAMPLE workbook — 35 fictional employees, 12 trainings
• Quick Start Guide (PDF, 2 pages)

Sheets: START_HERE · SETUP · TRACKER · EXPIRY_LIST · FAQ · LICENSE

HOW IT WORKS

1. Type your trainings and their validity in months
2. Type employee names and the date of the last completion in each cell (or N/A)
3. Read the colours and book the refreshers from the expiry list

After a refresher, simply overwrite the date.

WHO IT'S FOR

Small manufacturers · Supervisors and team leaders · HR and health & safety coordinators · Warehouses and logistics · Food and packaging plants · Any team with certificates that expire.

NEED MORE?

This tracker keeps one date per cell (the last completion) in one simple grid. Need requirements by role, full training history, 150 employees × 40 trainings, a compliance dashboard by department and a printable training record per employee? See our Training Matrix Excel Template.

LIMITS

• 60 employees × 20 trainings per file
• No history log, no roles, no dashboard charts, no e-mail reminders
• Filters work on the protected sheet; sorting is not supported
• It does not decide which trainings are legally required
• Fully editable inputs. Need it set up with your data or adapted to your plant? See the Setup & Customization section in our shop.

FAQ

Q: Does it work in Google Sheets or on an iPad?

A: No. It is built and tested for Microsoft Excel 2016 or newer on Windows or Mac desktop.

Q: Someone did a refresher. What do I do?

A: Overwrite the date in the cell. The colour updates immediately.

Q: A certificate never expires.

A: Enter validity 0 — any date then shows green.

Q: Is the file locked?

A: Formulas are protected against accidental changes, without a password. Your input cells are always editable.

DIGITAL DOWNLOAD

This is a digital product. No physical item will be shipped. After purchase, download the ZIP from your Etsy account on a computer, unzip it and open the workbook in Excel.

LICENSE

For use within your own company or organisation. Resale, sharing or redistribution of the template is not permitted.

© SmartFactoryTools