Training records & documentation
How do employers keep track of who has been trained, in what and when? Each page explains a training-documentation tool — records, matrices, registers and attendance logs — what it is for, what it typically contains and how it is maintained. Documents can be exported, edited and shared as PDFs. Informational only — a documentation guide, not legal advice and not certified training. A record documents that something happened; it is not, by itself, proof of competence or compliance.
What this covers
- What each training document is for — records, matrices, registers, logs.
- What a document typically contains, and how it is maintained.
- How training documentation can be exported, edited and shared as PDFs.
- Why a record documents training — it is not proof of competence or compliance.
- Connections to workplace training, employment documents and workplace safety.
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Training records — core records & matrices
What core training documents are for, what they contain and how they are kept.
Training Record
A training record is a document that captures the details of training a worker has taken part in.
Open Training documentationInduction Record
An induction record is a document confirming that a new starter received an induction and which topics were covered.
Open Training documentationTraining Matrix
A training matrix is a grid that shows, at a glance, which workers have completed which training across a team.
Open Training documentationTraining Register
A training register is a running list that brings training entries together in one place across a team or organisation.
Open Training documentationTraining Attendance Sheet
A training attendance sheet records who was present at a particular training session.
Open Training documentationTraining Sign-Off Sheet
A training sign-off sheet records that named workers acknowledged a specific piece of training or instruction.
Open Training documentationCompetency Record
A competency record documents that an employer has assessed and recorded a judgement about a worker’s ability in a defined area.
Open Training documentationSkills Matrix
A skills matrix is a grid that maps which skills each worker has across a team.
Open Training documentationTraining Needs Analysis
A training needs analysis is a document that compares the skills a role requires with what workers currently have, to identify where training may be needed.
Open Training documentationTraining Plan
A training plan sets out what training is intended for a worker or team, and when.
Open Training documentationTraining Log
A training log is a running, chronological list where training is noted as it happens.
Open Training documentationRefresher Training Record
A refresher training record documents that a worker took part in training that repeats or updates something they were trained on before.
OpenTraining records — instruction, equipment & evaluation
What instruction, equipment-authorisation and evaluation documents are for and contain.
Toolbox Talk Record
A toolbox talk record captures that a short, focused safety briefing took place.
Open Training documentationToolbox Talk Register
A toolbox talk register is a running list that pulls together the individual talks delivered to a team.
Open Training documentationSafety Induction Record
A safety induction record captures that a new starter was taken through the essential safety information for a workplace and acknowledged it.
Open Training documentationEquipment Training Record
An equipment training record captures that a worker received instruction on how to use a specific piece of equipment.
Open Training documentationMachine Authorisation Record
A machine authorisation record documents the employer’s decision to permit a named worker to operate a specific machine.
Open Training documentationForklift Authorisation Record
A forklift authorisation record documents the employer’s decision to permit a named worker to operate a particular type of lift truck.
Open Training documentationCertificate Tracker
A certificate tracker is a tool for keeping an overview of the certificates workers already hold and when they expire.
Open Training documentationQualification Record
A qualification record keeps track of the qualifications a worker already holds, such as those gained through study or an awarding body.
Open Training documentationTraining Feedback Form
A training feedback form gathers a learner’s views on a training session.
Open Training documentationTraining Evaluation Form
A training evaluation form is a structured way to judge whether a training session met its objectives and what could be improved.
Open Training documentationOn-the-Job Training Record
An on-the-job training record captures the practical instruction a worker receives while doing real tasks under guidance.
Open Training documentationMentoring Record
A mentoring record keeps track of mentoring sessions between a more experienced colleague and the person they support.
OpenTraining records — reviews, mandatory training & retention
What review, mandatory-training and retention documents are for and contain.
Probation Review Record
A probation review record captures the conversations held with a new starter during their probationary period.
Open Training documentationSupervision Record
A supervision record is a note of the regular one-to-one supervision meetings between a worker and their supervisor.
Open Training documentationTraining Record Template
A training record document captures the basic facts of a training activity: who took part, what it covered, when and who delivered it.
Open Training documentationTraining Completion Record
A training completion record notes that a named worker took part in and finished a particular piece of training.
Open Training documentationAnnual Training Record
An annual training record draws together the training a worker or team took part in across a year.
Open Training documentationMandatory Training Record
A mandatory training record tracks the training that is required.
Open Training documentationHealth and Safety Training Record
A health and safety training record notes the safety-related training a worker has taken part in.
Open Training documentationFire Training Record
A fire training record notes the fire safety training a worker has taken part in.
Open Training documentationFirst Aid Training Record
A first aid training record notes that a worker has taken part in first aid training.
Open Training documentationManual Handling Training Record
A manual handling training record notes the manual handling training a worker has taken part in.
Open Training documentationTraining Record Retention
Training record retention is the practice of keeping training records for an appropriate period and then disposing of them safely.
OpenConnected across the knowledge graph
This topic connects to occupations, documents, hiring guides, career guides, country guides and employment law across the knowledge graph.
Forklift Operator
Role overview, responsibilities, skills and recruitment.
Open DocumentOnboarding Checklist
Purpose, required elements and common mistakes.
Open Workplace safetyWarehouse Safety
Workplace safety awareness — educational only.
Open Workplace trainingInduction
How induction and instruction generally work — educational only.
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Frequently asked questions
Is a training record proof that someone is competent?
No. A training record documents that a training activity took place; it is not, by itself, proof of competence, authorisation or legal compliance. The employer remains responsible for evaluating competence.
Are these legal or compliant templates?
No. They are educational explanations of what training documents generally contain, to adapt to your workplace and the applicable law. They are not legally compliant templates and not legal advice.
How long should training records be kept?
Retention depends on the jurisdiction, the type of training and your data-protection obligations. These pages explain the general idea; always confirm the required retention period with the applicable law and the official authority.
Can I export and share these documents as PDFs?
Yes — training documentation is well suited to being completed, exported and shared as PDFs. That supports record-keeping; it does not make a record proof of competence or replace the employer’s responsibility to keep accurate records.