Who can run the machine if one person is on vacation? Which skills rest on a single person? Whose certificate has already expired? The Employee Skills Matrix Template in Excel and Google Sheets answers all three on one Dashboard.
Watch the Employee Skills Matrix Template: Gap Heat Map and Training walkthrough
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What the skills matrix template does
- Skills Matrix: rate each person from 0 to 4 on each skill, and the cells color from red to dark green.
- Gap Heat Map: required level minus actual level for every skill each job role needs.
- Bench strength: see the skills with too few competent people, including single points of failure.
- Certificates and training: expiry dates, days left, Overdue, Due Soon and On Track flags.
- Two editions: Google Sheets and Microsoft Excel (.xlsx, no macros) in one download.
This skill matrix template includes sample data for a fictional precision manufacturer in Grand Rapids, Michigan, with 40 employees, 30 skills and 63 certificates. It works as a skills matrix excel workbook and as a Google Sheet, and the Training Plan tab doubles as a training matrix template excel teams can edit.
A look at the tabs
Dashboard (Google Sheets)
Six tiles open the page: Active Employees, Avg Readiness, Open Skill Gaps, Critical At Risk, Certificates At Risk and Training Overdue. Under them sit four charts (Readiness by Department, Proficiency Mix, Top 10 Skill Gaps and Certificate Status), then the tables that tell you what to act on: top skill gaps, bench strength at risk, certificates to renew, overdue training and a department coverage heat map.
Skills Matrix (Google Sheets)
One row per person and one column per skill, grouped by category: Safety, Production, Quality, Maintenance, Operations and Leadership. Type a level from 0 to 4 and the cell colors itself from red to dark green. Each person’s average level and competent skill count sit on the right.
Gap Heat Map (Google Sheets)
Every cell is the level the job role requires minus the person’s actual level. Green means the requirement is met, yellow is one level short, orange is two short and red is three or more.
Gap Analysis (Google Sheets)
One row per employee: required skills, met, gaps, gap points, readiness percent, a Ready, Developing or Priority status, the biggest gap and open training.
Role Requirements (Google Sheets)
Set the level each job role needs on each skill. Up to 12 job roles, and a blank cell means the role does not need that skill.
Employee Card (Google Sheets)
Pick a name in the yellow cell and a one-page card fills itself: job role, readiness, required skills against actual level, certificates and open training, with signature lines for Letter or A4.
Employees (Google Sheets)
One row per person with ID, name, job role, department, shift, manager, hire date and status, for up to 60 employees. A Check column flags anything missing or duplicated.
Skills List (Google Sheets)
Up to 30 skills with a category, a Critical flag and a minimum bench. Bench count, experts, average level, gaps and bench status calculate themselves.
Training Plan (Google Sheets)
One row per course or coaching activity with the employee, skill, method, dates, status and cost. Progress shows Overdue, Due Soon or On Track, next to the current and required level.
Certifications (Google Sheets)
Type the issue date and how many months the certificate is valid. The expiry date, days left and status (Valid, Expiring Soon or Expired) calculate themselves.
Settings (Google Sheets)
Company details, the competent level, certificate warning days, the readiness target and the lists for departments, categories, shifts and training methods.
How to Use (Google Sheets)
A numbered walk-through from Settings to the Dashboard, with the sample data and capacity notes.
Explore More Templates (Google Sheets)
Recommended HR templates and popular categories, plus a WELCOME15 coupon for 15% off your next purchase.
Dashboard (Excel edition)
The same six tiles, four charts and tables in Microsoft Excel, with the same formulas and sample data.
Skills Matrix (Excel edition)
The color-coded 0 to 4 grid in Excel, one row per person and one column per skill.
Gap Heat Map (Excel edition)
Required level minus actual level for every skill, in Excel.
Employee Card (Excel edition)
The one-page employee card in Excel, ready to print on Letter or A4.
Gap Analysis (Excel edition)
Readiness, status and biggest gap for each employee, in Excel.
How a skills review runs
Set the target. On the Settings tab choose the competent level and the readiness target.
Rate the team. Type a level from 0 to 4 for each person and skill on the Skills Matrix tab.
Read the gaps. The Gap Heat Map and Gap Analysis show who is short on what their role needs, and the Dashboard shows the skills with too few competent people.
Close them. Add a course to the Training Plan, print the Employee Card and talk it through with the person.
Pros and limits
- One Dashboard for readiness, gaps, bench strength, certificates and overdue training
- No macros, no add-ins, no subscription
- Room for 60 employees, 30 skills and 12 job roles
- It is a planning tool, not an HR system, and you type the data yourself
Frequently Asked Questions
What is an employee skills matrix?
A skills matrix is a grid that shows what every person on your team can do. You rate each employee on each skill, compare the ratings with what the job role needs, and see where you have gaps or only one person who can do the work.
What do the levels 0 to 4 mean?
0 is none, 1 is awareness, 2 is developing, 3 is competent and 4 is expert, someone who can train others. The competent level that counts toward your bench is a setting you can change.
Does it work in Google Sheets and in Excel?
Yes. The ZIP holds an Excel edition (.xlsx, no macros) and a PDF guide with the Make a copy link for Google Sheets. Both have the same tabs, formulas and sample data.
How many people and skills can it hold?
Up to 60 employees, 30 skills, 12 job roles, 200 training rows and 200 certificates.
Does it track certificates and training?
Yes. The Certifications tab turns an issue date and validity in months into an expiry date, days left and a status. The Training Plan tab shows Overdue, Due Soon or On Track for each course. This is a planning tool, so check the legal renewal rules for your own certificates.
What does the sample data show?
A fictional precision manufacturer in Grand Rapids, Michigan with 40 employees, 30 skills and 63 certificates. Clear the yellow input cells to start fresh.
Get the Employee Skills Matrix Template
Get the template here: Employee Skills Matrix Template in Excel and Google Sheets. For a related tracker, try the Employee Competency Assessment Tracker in Excel.