UK training matrix software buyer's guide
A shared spreadsheet can work while one person owns a simple process. Dedicated software becomes useful when several managers need the same live view of requirements, renewals and evidence. This guide compares the main approaches, five established products and the situations in which each can make sense.
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There is no single best answer for every team. The right option depends on who owns the record, how evidence is handled, and whether managers need current views without rebuilding reports by hand.
| Option | Best suited to | Status and renewals | Evidence | Main limitation |
|---|---|---|---|---|
| Spreadsheet | Small, stable teams with one record owner | Maintained manually | Usually stored separately | Becomes difficult to keep current across managers or sites |
| LMS | Organisations primarily delivering courses | Strong for courses completed in the LMS | Usually linked to LMS activity | May not hold the complete external training and evidence record |
| General HR system | Core employee and HR administration | Varies by system | Varies by system | Training detail may be secondary to broader HR functions |
| SkillProof | Teams needing a live training and evidence record | Due and overdue states update from records | Evidence attaches to the training it supports | It does not create or deliver courses |
How this guide was prepared
Last reviewed 26 July 2026.
We compared the main approaches against status visibility, evidence handling, renewals, filtering, reporting and migration. Product summaries were checked against the suppliers' public pages; the detailed comparison pages show the sources used. This guide is published by SkillProof, so it also states where another approach may be the more appropriate choice.
Product shortlist
There is no universal winner. Start with the job your team needs the software to do, then compare scope, evidence handling, reporting and the cost of any add-ons or wider modules.
Option 1
Option 2
Option 3
Option 4
Option 5
The common trigger is not simply having more rows. It is the point where the spreadsheet still exists, but nobody can quickly confirm that it is current, complete and backed by evidence.
People, roles, requirements and training records feed the same matrix.
Certificates and supporting files remain attached to the training record they support.
Filter by site, department, role or manager, then export the current record or a structured audit pack.
SkillProof is the live training-record and evidence layer between your staff, their requirements and whichever providers deliver the training. It is useful when the record needs to stay current across people, roles and managers.
Start with safe demo data, or send a redacted version of your current matrix so the review starts from the process you already use.
Three useful next pages if you want the product workflow, the spreadsheet comparison or a starting template.
No. An LMS primarily delivers courses. A training matrix shows who requires what, what has been completed and where evidence or renewals are outstanding. SkillProof manages the training record and evidence; it does not create or deliver courses.
Yes. Existing staff and training data can be imported so you do not have to rebuild the record manually. The exact preparation required depends on the structure and consistency of the current file.
SkillProof starts from £49/month on the Starter plan. The pricing page shows current plan options, and the 14-day trial does not require a payment card.
