Free Excel template

Free training and certification tracker template

Q: How do I calculate an expiration date in Excel?

Use EDATE for validity in months: =EDATE(completed_date,24) for two years. For a validity in days, simply add the days: =completed_date+90.

Q: Why not use TODAY() for the as-of date?

TODAY() changes every day, which is handy on screen but means a report you sent last month no longer shows what you saw. A typed date keeps a review fixed. If you prefer a live sheet, replace $B$2 with TODAY() in your own copy.

For safety officers, team leads, HR and volunteer managers who need to know whose certifications are about to lapse, such as forklift, first aid, food handler or driver training. Enter when each person completed a certification and how many months it is valid; the template works out the expiry date, the days left and a status, and shows compliance for each certification.

cellwise-training-certification-tracker-template.xlsxExcel workbook · 5.5 KB · works in Excel, Google Sheets, Numbers and LibreOffice · no signup

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This is the template's sheet, calculated by the same engine as the Cellwise app. Change any number to see the formulas react before you download.

	A	B	C	D	E	F	G	H
1	Training and certification tracker
2	As-of date	Nov 2, 2026
3	Warn when expiring within (days)	60
4
5	Employee	Team	Certification	Completed	Valid (months)	Expires	Days left	Status
6	Ana Torres	Warehouse	Forklift operator	Mar 18, 2024	36	46464	136	Current
7	Ana Torres	Warehouse	First aid / CPR	Nov 20, 2024	24	46346	18	Due soon
8	Ben Riley	Warehouse	Forklift operator	Oct 5, 2023	36	46300	-28	Expired
9	Ben Riley	Warehouse	Hazmat handling	Dec 1, 2025	12	46357	29	Due soon
10	Cleo Park	Office	First aid / CPR	Feb 14, 2025	24	46432	104	Current
11	Cleo Park	Office	Data privacy	Nov 30, 2025	12	46356	28	Due soon
12	Dev Singh	Drivers	Defensive driving	Jun 12, 2023	36	46185	-143	Expired
13	Dev Singh	Drivers	First aid / CPR	Dec 9, 2024	24	46365	37	Due soon
14	Elena Cruz	Office	Data privacy	Oct 15, 2025	12	46310	-18	Expired
15	Farid Haddad	Warehouse	Hazmat handling	Sep 22, 2025	12	46287	-41	Expired
16	Farid Haddad	Warehouse	Forklift operator	Jan 27, 2025	36	46779	451	Current
17	Gwen Ito	Drivers	Defensive driving	Aug 30, 2024	36	46629	301	Current
18	Gwen Ito	Drivers	Hazmat handling	Nov 10, 2025	12	46336	8	Due soon
19	Hugo Lambert	Office	Data privacy	Mar 2, 2026	12	46448	120	Current
20	Hugo Lambert	Office	First aid / CPR	May 19, 2026	24	46892	564	Current

How the formulas work

Expiry date from months valid

F6=IF(D6="","",EDATE(D6,E6))

EDATE adds a number of whole months to a date, so a certification completed on March 18, 2024 and valid for 36 months expires on March 18, 2027. Use EDATE rather than adding 365 days per year, which drifts by a day in leap years. If a certificate states its own expiry date, type that date straight into column F instead.

Days left

G6=IF(F6="","",F6-$B$2)

Subtracting two dates gives the number of days between them. A negative number means the certification has already expired. B2 is a typed as-of date rather than TODAY(), so a printed or emailed report keeps the same numbers; change it each time you review the list.

Expired, Due soon or Current

H6=IF(F6="","Not trained",IF(G6<0,"Expired",IF(G6<=$B$3,"Due soon","Current")))

The nested IF checks the most urgent case first. With the warning window in B3 set to 60 days, anything expiring in the next two months is Due soon, which gives time to book a course. A row with no completion date shows Not trained, so you can list a required certification before someone has taken it.

Compliance per certification

D33=IF(B33>0,COUNTIFS($C$6:$C$23,A33,$H$6:$H$23,"<>Expired")/B33,0)

COUNTIFS counts rows for this certification whose status is anything other than Expired ("<>" means not equal to). Dividing by the number of records gives the share that is still valid. In the sample, one of the four forklift records (Ben Riley's) has lapsed, so forklift compliance is 75%. Count Not trained as non-compliant too by adding a second COUNTIFS for it.

Make it yours

Sort the list by Expires (Data > Sort, column F, oldest to newest) before each review, so the soonest renewals are at the top.
Color the status column: select H6:H23, then Home > Conditional Formatting > Highlight Cells Rules > Text that Contains, and add Expired in red and Due soon in yellow.
Validity periods depend on the course provider and on any rules that apply to your work. Check each certificate for its real expiry and enter that rather than assuming the sample months.
Use one row per person per certification, not one column per certification. Rows are easier to filter, sort and count when people hold different sets of certifications.

FAQ

How do I calculate an expiration date in Excel?

Use EDATE for validity in months: =EDATE(completed_date,24) for two years. For a validity in days, simply add the days: =completed_date+90.

How do I flag certifications that expire soon?

Subtract the as-of date from the expiry date to get days left, then use IF: =IF(days<0,"Expired",IF(days<=60,"Due soon","Current")). Add conditional formatting to color each status.

Why not use TODAY() for the as-of date?

TODAY() changes every day, which is handy on screen but means a report you sent last month no longer shows what you saw. A typed date keeps a review fixed. If you prefer a live sheet, replace $B$2 with TODAY() in your own copy.

Functions used

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Updated November 2, 2026