Excel template · Trackers and spreadsheets
Operative competency and card expiry matrix (Excel)
An operative competency matrix is the sheet an agency or site keeps of every operative's cards and tickets, so expiries are seen before they stop someone working. This Excel template has one row per operative: name and trade; CSCS card type, number and expiry; CPCS or NPORS plant card with its categories and expiry; SMSTS or SSSTS with its expiry; other tickets; and, for rail work, the Sentinel number, PTS expiry, medical expiry and the date of the last drug and alcohol test, plus a notes column. Each expiry turns red once it has passed and amber within 90 days of the as-at date, and the counts at the top update with it. Formatix fills a row for each operative from their CV, card scans, Smart Check results and Sentinel prints. Dates are copied as written and only full dates are highlighted. It is a Formatix template, not an official form.
Most agencies already keep a card expiry spreadsheet, and most of them are retyped by hand from card photos. This one is filled from the documents, one operative at a time or a whole gang in a batch. When a card only shows a month and year, the date is copied as written and left without colour, rather than a day being guessed.
10 free credits, no card needed. One credit fills one document.
An editable file with neutral branding and a fictional example candidate, to fill in by hand. Formatix fills it automatically from a CV.
What's in the template
An Excel matrix of the operatives on a client site or framework, one row each: CSCS card type, number and expiry, CPCS or NPORS plant card with categories, SMSTS or SSSTS, other tickets, and for rail work the Sentinel number, PTS and medical expiry and the date of the last drug and alcohol test. An expiry turns red once it has passed and amber within 90 days of the as-at date, only where a full date was given, with live counts at the top. Not an official form.
- Client or project, agency and as-at date
- Live counts of expired items and items expiring within 90 days
- CSCS card, plant card (CPCS / NPORS) and site safety course with expiry
- Other tickets as stated
- Rail columns: Sentinel number, PTS expiry, medical expiry, last D&A test
- Notes per operative
What it's for: Seeing which operatives' cards and tickets have expired or are due to expire.
ExcelDelivered as an Excel workbook you can edit and share.
Who uses it
Labour agencies on construction frameworks
One matrix per client or project, kept up to date from the documents.
Rail labour agencies
Sentinel numbers, PTS and medical expiries in the same sheet as the CSCS cards.
Site and compliance managers
Expired and soon-to-expire items counted at the top of the sheet.
How you use it
- 1
Pick the template
Open Formatix, choose this template in Studio, and give us your website. We pull your logo, colours and fonts and rebuild the template in your brand. You see a sample before you use it.
- 2
Drop the operatives' documents
Upload each operative's CV with card scans, Smart Check results and Sentinel prints, and a note of the client or project and the as-at date. Each operative becomes a row.
- 3
Check and share
The workbook opens for checking. Edit any cell, then download the Excel file and share it with the client or keep it on the project.
Download or automate? The free download is a plain file you fill in by hand. In Formatix the template is rebuilt in your brand, with your logo, colours and fonts taken from your website, and filled from a CV or your notes in about a minute. What you keep is the finished document: an editable Word, PowerPoint or Excel file.
Ask for changes in plain words, such as "move the photo to the right" or "add a Languages section", and the template is updated with the rest of its formatting kept. If you already have a document you send clients, upload that instead and Formatix turns it into a template. How Studio builds templates
Questions about this template
- How does the highlighting work?
- The sheet compares each full expiry date with the as-at date (or today, when no as-at date is given). A date that has passed turns red and a date within 90 days turns amber. The counts of expired items and items expiring within 90 days at the top are live formulas.
- What happens when a card only shows a month and year?
- The date is copied exactly as written, such as "11/2029", and is not highlighted. Formatix never completes a partial date, so the sheet never flags a card on a day it made up.
- Does it decide whether a card is valid?
- No. It copies the expiry dates and the sheet compares them. Cards should still be checked on CSCS Smart Check, and rail competences on Sentinel.
- Can an operative have more than one plant card?
- Yes. The card for the booked role goes in the plant card columns and the other is named in the notes.
Related templates and pages
WordSite operative compliance checklistThe checklist an agency completes before an operative starts on a construction or infrastructure site: the booking, identity and right to work (manual, online or digital identity check), the CSCS card with its CSCS Smart Check result, CPCS or NPORS plant cards, SMSTS, SSSTS and other tickets, a drug and alcohol test where the client asks for one, site induction and PPE, references, and a list of what is still needed. Ticks and dates only as the documents give them. Not an official form.
WordRail operative profileThe profile a rail labour agency sends a rail contractor with a track operative: Sentinel number and Primary Sponsor, rail medical and the last drug and alcohol screening as stated, availability, base and shifts, the competences on their Sentinel profile (PTS AC, PTS DCCR, COSS, Lookout and others) with expiry, rail experience and other cards and tickets. Expiries are copied, never worked out; a lapsed competence is marked. Not an official form.
Use the operative competency and card expiry matrix in your brand
Give us your website, and the template is rebuilt with your logo, colours and fonts. Your first ten documents are free, with no card, valid for 14 days.
Formatix fills it from the CV for you: see our CV formatting software, or bulk CV formatting for a whole shortlist at once.