Fields to include
Start with fields that someone will actually maintain. A smaller record that stays current is better than a detailed spreadsheet nobody trusts.
Each row should make clear who completed the training, what requirement it relates to and whether the record is still current.
- Staff name, role, site and department
- Training item and training type
- Completion date and renewal or expiry date
- Trainer or provider
- Certificate or evidence status
- Policy or procedure link where relevant
- Manager or reviewer sign-off
- Notes and follow-up actions
Status labels that make sense
Use plain labels such as complete, due soon, overdue, missing evidence and not required.
Avoid relying on colour alone. Managers need to understand the status even when the record is exported or printed.
When to move beyond a template
Move to software when you need reminders, evidence uploads, role-based requirements, policy acknowledgements, reports or permission-controlled manager views.
SkillProof turns the template idea into live staff records, training by role, evidence requests, policy-linked activities, reminders and audit packs.
Practical example
Example fields to review
Use a small, reliable structure before adding more process. These fields help turn guidance into records managers can review.
Field
Owner
What to capture
Who is responsible for keeping the record current.
Field
Requirement
What to capture
The training, evidence, CPD, registration or review item.
Field
Status
What to capture
Complete, due soon, overdue, missing evidence or awaiting review.
Field
Evidence
What to capture
Whether proof is attached and reviewed.
Field
Next action
What to capture
What needs to happen next and who should do it.
Put this guide into practice
Turn the guidance into a working compliance process.
Questions this guide answers
What should a staff training record include?
It should include the staff member, role, training item, completion date, renewal date, provider, evidence status, reviewer sign-off and any follow-up actions.