UK training matrix software buyer's guide
How to choose the best training matrix software for your UK team
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.
This page compares your options. To see how the product works, explore SkillProof's live Training Matrix.
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Buyer's decision map
Start with the job, not the feature list.
Four sensible routes. The right one depends on what has become hard to control.
- 01
Keep the spreadsheet
One owner, a stable team and evidence that is still easy to retrieve.
- 02
Use dedicated matrix software
Likely next stepShared records, renewal risk, evidence checks and manager follow-up.
- 03
Choose an LMS
A large content catalogue or specialist learning-standard ecosystem is the main requirement.
- 04
Use the HR system
Core employee administration matters more than detailed training evidence.
Compare the main ways to manage a training matrix
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 governed Learning and a live training and evidence record | Due and overdue states update from records | Evidence attaches to the training it supports | It does not include an accredited course catalogue or universal LMS ecosystem |
- Spreadsheet
- Best suited to
- Small, stable teams with one record owner
- Status and renewals
- Maintained manually
- Evidence
- Usually stored separately
- Main limitation
- Becomes difficult to keep current across managers or sites
- LMS
- Best suited to
- Organisations primarily delivering courses
- Status and renewals
- Strong for courses completed in the LMS
- Evidence
- Usually linked to LMS activity
- Main limitation
- May not hold the complete external training and evidence record
- General HR system
- Best suited to
- Core employee and HR administration
- Status and renewals
- Varies by system
- Evidence
- Varies by system
- Main limitation
- Training detail may be secondary to broader HR functions
- SkillProof
- Best suited to
- Teams needing governed Learning and a live training and evidence record
- Status and renewals
- Due and overdue states update from records
- Evidence
- Evidence attaches to the training it supports
- Main limitation
- It does not include an accredited course catalogue or universal LMS ecosystem
How this guide was prepared
Last reviewed 23 August 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.
Five training matrix products worth comparing
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.
Training Tracker
Best forTeams that want training records, expiry reminders and external training records in one product.
Check firstConfirm whether policies, CPD, registrations, appraisals and audit-pack workflows also need to sit in the same system.
Read the detailed comparison of SkillProof and Training TrackerWorkprove
Best forOrganisations looking for a broader workforce training and compliance suite with event management and e-learning.
Check firstDecide whether that wider course-delivery scope is central to the problem you are buying for.
Read the detailed comparison of SkillProof and WorkproveCompetency Cloud
Best forSector-led competency management, assessment and e-learning workflows, particularly in construction and utilities.
Check firstCheck whether you need a competency framework first or a wider staff training, policy and evidence record.
Read the detailed comparison of SkillProof and Competency CloudSkillStation
Best forTeams focused on competency records, skills analysis, training records and evidence, with appraisal workflows available as add-ons.
Check firstConfirm which competency, appraisal and action-planning capabilities are included in the package you are comparing.
Read the detailed comparison of SkillProof and SkillStationAG5
Best forEnterprise frontline teams that need deep skills matrices, gap analytics and workforce-readiness planning.
Check firstAssess whether an enterprise skills platform is proportionate if your main need is training records, evidence and renewals.
Read the detailed comparison of SkillProof and AG5
When is it time to move beyond a spreadsheet?
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.
Stay with a spreadsheet when
- One person owns a small, stable record.
- Requirements rarely change.
- Evidence is easy to retrieve.
- Managers do not need separate live views.
- Manual reminders and reporting are still manageable.
Consider dedicated software when
- Several people update or review the same records.
- Different sites, departments or roles need filtered views.
- Certificates and evidence are difficult to retrieve.
- Renewals are found late.
- Reports are rebuilt manually before each review.
- Nobody is entirely confident which copy of the spreadsheet is current.
How SkillProof handles the work
One live view
People, roles, requirements and training records feed the same matrix.Evidence behind each status
Certificates and supporting files remain attached to the training record they support.Connected completion routes
Native Learning, Sessions and reviewed external training can contribute to the staff record behind the matrix.Useful views and exports
Filter by site, department, role or manager, then export the current record or a structured audit pack.
Is SkillProof the right fit?
SkillProof combines governed internal Learning with the live training-record and evidence layer around your staff, their requirements, Sessions and external providers. It is useful when the record needs to stay current across people, roles and managers.
SkillProof is likely to fit when
- Training records are shared across managers or teams.
- Evidence matters as much as completion.
- You need visibility before something becomes overdue.
- Staff complete training through several providers.
- You want one record without replacing every training provider.
Another option may fit better when
- Your main requirement is a large accredited course catalogue, content commerce or learning standards outside SkillProof's scope.
- Your current spreadsheet is simple, accurate and genuinely easy to maintain.
- You only need basic HR records rather than detailed training evidence.
- You are looking for automatic verification against external professional registers.
Questions people ask
See how your current matrix would look in SkillProof
Send us your training matrix and we will show what reminders could be automated.
Book a demoIs a training matrix the same as an LMS?
No. A traditional content-heavy LMS primarily centres on learning delivery and its catalogue. A training matrix shows who requires what, what has been completed and where evidence or renewals are outstanding. SkillProof includes governed internal Learning and connects its results to that record and evidence; it does not provide an accredited content library.
Can I import my current training spreadsheet?
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.
How much does SkillProof cost?
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.
Related guides
Three useful next pages if you want the product workflow, the spreadsheet comparison or a starting template.
Try the training matrix workflowwith test data first.
Start a free trial with test data, or send us your training matrix and we will show what reminders could be automated.
14-day free trial. No card required.