How to Use: Site Training & Competence Matrix for Operatives (Live Site Register)

Purpose and outcome (what “good” looks like)

This matrix is your live site register showing who is competent to do what on the job, with evidence and expiry dates to back it up. It supports day-to-day task allocation and helps you meet the CDM 2015 expectation that people doing construction work are competent (or properly supervised if they’re still learning).

Good completion looks like:

• Everyone on site (including labour-only and agency) is listed before they start work.
• Any activity that needs a ticket/qualification is matched to people who have it in date.
• Evidence has been checked (cards/certs/portal screenshots) and an evidence reference is recorded.
• Expiries are actively managed (a “due soon” list is maintained and renewals booked).
• Supervisors use the matrix in coordination meetings so work is allocated to competent people, with clear controls if someone is not yet competent.

Who uses it (roles and responsibilities)

Practical CDM point: if a worker doesn’t hold the required ticket, you either (a) don’t allocate that task, or (b) put a safe alternative in place (different method, competent person, or documented supervision/training plan).

When to use it (trigger points and frequency)

• Before site start / mobilisation: build the first version from your labour plan and activities.
• Induction / first day: add anyone not already listed and verify evidence.
• Before allocating ticketed/high-risk work: check competence first, not after the job has started.
• Weekly coordination meeting: review “due soon”, resourcing, and upcoming activities.
• Any change: new starter, role change, new plant/equipment, new method, new RPE, or someone leaves.
• Minimum review rhythm: quick check weekly; check daily on fast-moving jobs or when high-risk activities are underway.

Before you start (information and evidence you need)

1) Confirm what competence is needed for this job

• Planned activities and higher-risk work (MEWPs, towers, abrasive wheels, lifting, hot works, confined space, etc.).
• Client/PC site rules (e.g., CSCS type, first aid cover, supervisor training expectations).
• Any site-specific hazards that drive training needs (asbestos, silica/RPE, services locating, etc.).

2) Gather worker details

• Full name, employer, role, trade, start date (and leave date when they finish).

3) Gather and verify competence evidence

• Cards: CSCS/CPCS/NPORS (type, card number, expiry).
• Certificates/training records: IPAF, PASMA, abrasive wheels, asbestos awareness, manual handling, first aid (and expiry).
• RPE face fit evidence where tight-fitting masks are used (mask make/model and expiry/date).
• Any medical/fitness evidence only where relevant to the tasks and risk controls.

GDPR / data protection (keep it simple and safe): Medical information is Special Category Data. Do not record diagnoses/conditions. Record only what you need for safe planning: operational restrictions (e.g., “no work at height”, “not for confined space”, “RPE required”). Keep the matrix secure with access limited to authorised staff.

How to complete it (step-by-step)

1. Choose your live working copy (paper or digital)
   • Paper works well for small teams if it’s kept current and controlled.
   • Digital is best if you need quick updates, filtering, and expiry tracking.
   • Make sure there is a clear evidence reference field (file name/folder path/photo ID).
2. Complete the “main register” (one line per person)
   • Add all operatives expected on site, including agency and labour-only.
   • Fill in name, employer, role, trade, and start date.
   • When someone leaves, add the leave date (don’t remove them mid-job—keep traceability).
3. Verify core access/competence cards and record expiry
   • Record card type, card number, and expiry date.
   • Set a simple status:
     • ✅ In date = evidence seen and valid.
     • ⚠️ Due soon = within your renewal window (commonly 30 days).
     • ⛔ Not held/expired = no evidence or out of date.
   • Evidence rule: if you can’t evidence it, treat it as not held until confirmed.
4. Fill the “Tickets & qualifications” section for the activities on this site
   • Keep it relevant: remove columns you won’t use on this job to keep the sheet readable.
   • For each person, add the expiry date next to each ticket that applies.
   • Record an evidence reference so it can be produced quickly if asked by the client/PC/HSE.
5. RPE face fit: record correctly (HSE good practice)
   • Face fit is for the person and the specific make/model of tight-fitting mask.
   • If the mask changes (model/size) or the wearer changes significantly (e.g., facial hair where it affects seal), re-check whether a new test is needed.
   • Record only what you need: mask type and fit test evidence/expiry/date.
6. Medical/fitness: keep it to restrictions, not diagnoses
   • Record evidence type and expiry where applicable.
   • Record operational restrictions only (planning controls), not personal health details.
7. Maintain the “due soon” list and act early
   • Weekly (minimum), scan for expiries in the next 30 days.
   • Log actions: booked dates, who is arranging, and what happens if the renewal isn’t completed in time.
8. Use it when allocating work
   • Before starting ticketed work, check the operative is listed and competent for that specific task.
   • If not competent/in date: stop, change the plan, or bring in competent resource. Don’t “hope it’s fine.”
9. Record updates in the sign-off section
   • Each review/update: record who checked it, date, and a short note on changes (starter/leaver, renewals, new tickets added).

Review and sign-off (what checks to make)

• Site review (routine): Site Manager/Supervisor checks completeness and evidence references, and confirms controls for anyone not fully competent.
• Management spot-check (recommended): H&S lead/Director checks a sample weekly/fortnightly, focusing on high-risk tasks and expiring items.
• Escalate immediately if:
  • A planned activity needs a ticket and nobody available is competent/in date.
  • Evidence doesn’t match the person (name, photo, category) or looks unreliable.
  • RPE face fit evidence doesn’t match the mask being issued/used.

Recordkeeping (storage, version control, retention)

Storage (keep it accessible, but controlled)

• Live copy: site file (locked cabinet) or controlled digital location with access limited to site management and H&S.
• Evidence: keep a project training folder with subfolders by company/person (so evidence can be produced quickly).
• Sharing: avoid open WhatsApp groups for competence/medical info. Share securely and only with those who need it.

Version control (simple rule)

• Use a clear file name and date/version, e.g. Project_CompetenceMatrix_Live_v05_2026-03-05.
• If printing: write the print date and keep previous versions behind the current copy.

Retention (practical)

• Keep the register and evidence for the project duration and any client/PC requirement afterwards.
• Delete/dispose of copies securely when no longer needed, especially where restrictions/medical evidence types are referenced.

How often to update (rules of thumb)

• Daily: starters/leavers, role changes, and checks for the day’s ticketed/high-risk tasks.
• Weekly: “due soon” actions, planned renewals, upcoming work phases.
• At any change: new plant type, new method, or new RPE/mask model.

Common mistakes (and how to avoid them)

• Missing expiry dates
  Fix: always capture expiry and use the “due soon” list so renewals don’t catch you out mid-job.
• “Competent by reputation” with no evidence
  Fix: for ticketed tasks, evidence must be checked. If it can’t be evidenced, treat it as not held.
• Register not updated for agency/labour-only
  Fix: make it an induction gate: if you’re not on the matrix, you don’t start.
• Overcomplicated sheet with too many columns
  Fix: track what you actually use on the job; add more only if the scope changes.
• Incorrect face fit recording
  Fix: record the mask make/model and confirm it matches what’s being issued/used.
• Recording medical details you don’t need
  Fix: record restrictions only, keep access limited, and store securely.

Worked scenario (quick, realistic)

Job: small refurbishment with ceiling works, tower scaffold, occasional MEWP use, and cutting/grinding.

1. You set up the matrix before start with the planned team and the tickets you know you’ll need (CSCS, PASMA, IPAF, abrasive wheels, first aid).
2. On day 1 you verify cards/certs, record expiry dates, and file evidence with references. Two CSCS cards are within 30 days, so you mark ⚠️ due soon and book renewals.
3. Before MEWP work, you confirm the operator’s IPAF is in date and matches the equipment category being used.
4. RPE is introduced for dusty cutting. You check who has a valid face fit for the mask model being issued and record it (mask type + evidence reference). Anyone without it gets a different control (alternative RPE approach or reassigned task) until fit tested.
5. At the weekly coordination meeting, you use the “due soon” list to confirm renewals and ensure next week’s plan is resourced with competent people.