Certification and training tracker spreadsheet

Each layout starts with Staff Member and Role or site, then one column per credential, then two blank columns for anything else you track. The Excel file adds Next expiry, Status and Notes. Enter the expiry date printed on the card or certificate, and leave a cell blank if the person does not hold that credential.

Security: 8 credential columns

• Guard license or cardThe state guard card, registration or license. Enter the date printed on it. The name and the renewal period differ by state; see renewal periods by state.
• Armed license or permitFirearm, armed guard or weapon permit, for guards who carry.
• Firearm requalificationThe date the next range qualification or requalification is due, where your state or permit requires one.
• Annual training or CEThe date the next required refresher or continuing education is due.
• CPR / first aidThe date printed on the CPR or first aid card.
• Baton or OC spray permitFor guards who carry one, where a permit is required.
• Driver's licenseFor patrol and any role that drives.
• Site or client access cardA site badge, TWIC or any card a client requires.

Construction: 10 credential columns

• OSHA 10Enter the renewal date your employer, site or state sets. Our guide explains whether OSHA 10 and 30 cards expire.
• OSHA 30The same, for supervisors who hold the 30-hour card.
• SST or other site safety cardA site safety card such as an NYC Site Safety Training card, where a jurisdiction requires one.
• Fall protectionTraining or competent-person card, with the date of the next refresher.
• Confined space entryEntrant, attendant or supervisor training, with the date of the next refresher.
• Forklift operator evaluationThe date the operator's next evaluation is due. See our forklift renewal guide.
• Aerial lift or scissor liftOperator training date or card, whichever your site tracks.
• Crane operator or signal personNCCCO or any other crane credential.
• First aid / CPRThe date printed on the card.
• Driver's license or CDLFor drivers.

Industrial: 10 credential columns

• Forklift operator evaluationThe date the operator's next evaluation is due. See our forklift renewal guide.
• HAZWOPER refresherThe date the next refresher is due. See our HAZWOPER refresher guide.
• Confined space entryEntrant, attendant or supervisor training, with the date of the next refresher.
• Lockout/tagout (LOTO) authorizationAuthorized employee training, with the date of the next retraining.
• Respirator fit testThe date the next fit test is due.
• Overhead crane or hoist operatorOperator training or evaluation, with the date of the next one.
• First aid / CPRThe date printed on the card.
• DOT medical cardThe medical examiner's certificate, for drivers who need one.
• Commercial driver's license (CDL)For drivers who hold one.
• TWIC cardTransportation Worker Identification Credential, for secure port and facility access.

Which credentials your people need depends on your state, your client and your industry. Treat these columns as a starting point and rename or delete any you do not need.

1. Add one row per Staff Member.Put the name in the first column and the role or site in the second.
2. Enter the expiry date under each credential.Type the date printed on the card, such as 2027-03-14. A real date matters, because the colors and the Status column compare it with today.
3. Read the Status column.Next expiry shows the soonest date in the row. Status says Expired, Due within 30 days, Due within 90 days or Current.
4. Sort or filter by Next expiry.The people who need to renew first are at the top. Review the list once a week and book renewals early.
5. Check dates against the source.Use the state's own lookup to confirm a guard's license, and see security guard license renewal by state for how often each state's card renews. Our tracking guide covers the routine.

If Excel opens the file in Protected View, choose Enable Editing so the Status column and colors can calculate.

The Excel download has these rules built in. For the CSV, or if the colors do not carry over to Google Sheets, add four conditional formatting rules. Select the credential columns, here B2:I500, then add one custom formula rule for each line below. Each formula starts from the first cell of that range.

In Google Sheets

Select the range, then choose Format, Conditional formatting, Add another rule. Under Format cells if, pick Custom formula is, paste a formula, choose a fill color, and click Done. Repeat for each rule.

In Excel

Select the range, then choose Home, Conditional Formatting, New Rule, Use a formula to determine which cells to format. Paste a formula, click Format, choose a fill color, and click OK. Repeat for each rule.

If a date sits on the left of its cell, it was stored as text. Format the column as a date and enter it again.