How to track and maintain worker compliance and training

Keeping worker records up to date is one of the biggest jobs an agency has, and checking each worker's profile one by one takes time you probably do not have. The Compliance and Training Matrix brings everything together in a single grid. Your workers are listed down the left, the documents or training courses run across the top, and every square tells you the status of that item for that worker.

The page has two tabs. The Compliance Matrix covers documents such as CVs, DBS certificates and right to work evidence. The Training Matrix covers qualifications and training certificates such as the Care Certificate, Basic Life Support and Autism Awareness.

Before you begin

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Documents and certificates are uploaded against each worker's profile. The matrix shows you what has already been recorded and lets you replace items that have expired, so it works best once your workers have been set up.
Which items count as mandatory and which are optional is based on your agency's own compliance requirements, so your columns may not look exactly like the examples in this article.

Opening the Compliance and Training Matrix

In the left hand menu, select Employees.
From the menu that appears, select Compliance/Training.
The page opens on the Compliance Matrix tab. To look at qualifications and training instead, select the Training Matrix tab at the top of the page.

Finding your way around the Compliance Matrix

The Worker column on the left lists each worker with their photo and name. Underneath the name you will see a coloured bar and a percentage, which shows how far through their compliance requirements they are. Where a worker has nothing on file at all, you will see No document uploaded instead of the bar.

Across the top of the grid, each column is a document type, for example CV, DBS Certificate, Photo ID Document, National Insurance Document, Proof Of Address Document, Driving Licence and Visa / Work permit proof. There are more columns than fit on the screen, so use the scroll bar underneath the grid to move across and see the rest.

Each square where a worker meets a document type shows the status of that document, usually as a date. The colour of the square tells you whether you need to act, and a dash means there is nothing recorded.

At the bottom of the page you can move between pages of workers, and the counter on the right tells you how many workers you are seeing, for example Showing 10 of 49 results. Use the dropdown next to it to show more workers on each page.

Reading the colours

Select Compliance Key at the top left of the grid to see what each colour means.

No expiry date (blue). The document has been uploaded and does not expire, so there is nothing to renew.
Completed - Mandatory (green). A required document is uploaded and still in date.
Completed - Optional (purple). A document that is not required has been uploaded and is still in date.
Due soon (amber). The document is close to its expiry date, so this is your prompt to chase the worker for a replacement.
Expired (red). The document is out of date. The square shows Expired with a warning symbol.
Not assigned (grey with a dash). Nothing has been recorded for this document type.

Scanning for red and amber is the quickest way to build your to do list for the week.

Checking the details of a document

Select any square in the grid.
A small window opens showing the status of the document, its name, who it was issued to, the issued date and the date it is valid until. Where a document does not expire, Valid Till shows N/A.
Select View to open the document itself and check the contents.
Select the X in the top right corner to close the window and go back to the grid.

Replacing a document that has expired

When a document is out of date, you can upload the new version straight from the matrix.

Select the red square for the worker and document you want to update.
In the window that opens, check the details, then select Reupload Document.
In the Reupload window, select the Issued/Created Date for the new document.
Select the Expiry Date. Getting this right matters, because it is what the matrix uses to work out when the document is due again.
Select Select File and choose the file from your device. You can upload .png, .jpg, .jpeg, .doc, .docx and .pdf files.
Select REUPLOAD DOCUMENT to save it.

The square updates with the new dates and changes colour, and the worker's compliance percentage moves up if the document was a required one.

Using the Training Matrix

Select the Training Matrix tab to switch from documents to qualifications and training.

The layout works in exactly the same way. Workers are listed down the left with a percentage showing how much of their training is complete, and each column is a course or qualification, for example A Level or Equivalent, Autism Awareness, Basic Life Support, Bowel Care and Care Certificate. Where a worker has nothing recorded you will see No certificate uploaded.

Select Certificate Key to see the colours used on this tab.

No expiry date (blue). The certificate has been uploaded and does not need renewing.
Completed (green). The training has been completed and the certificate is in date.
Due soon (amber). The certificate is close to expiring and refresher training may be needed.
Expired (red). The certificate is out of date.
Not assigned (grey with a dash). Nothing has been recorded for this course.

Selecting a square opens a window with a little more detail than the compliance side, including whether the training is Mandatory, the issued date, the assessment score, the delivery method and the date it is valid until. Select View to open the certificate.

Finding a particular worker

If you are looking for one person rather than reviewing everybody, use Search by Name above the grid and start typing their name.

You can also use the filter icon next to the search box to narrow the list down, and select Can't see the worker you looking for? for guidance on why somebody may not be appearing in the list.

Exporting the matrix

Select EXPORT in the top right of the page to download a copy of the tab you are currently viewing. This is useful when a client asks for evidence of compliance, when you are preparing for an inspection, or when you want to work through renewals away from the platform.

If something looks wrong

A worker is not in the list: Check the spelling in the search box, clear any filters you have applied, and remember the grid is paged, so the worker may be on another page. Increasing the number of results shown on each page makes them easier to spot.

Every square for a worker shows a dash: Nothing has been uploaded for that worker yet. Add their documents and certificates on their profile first, and they will then appear here.

A document still shows as expired after you have replaced it: Open the square again and check the expiry date that was entered during the upload. If the date was entered incorrectly, reupload the document with the correct date.

There is no Reupload Document option: The option appears for documents that need replacing. If a document is still in date or has no expiry, there is nothing to renew, so you will only see View.

The percentage next to a worker's name has not changed: Refresh the page, then check whether the document you uploaded is one of your agency's required items, as optional items may not affect the figure in the same way.

If something still does not look right, get in touch with the Care Hires support team and let them know the worker's name and the document or certificate involved.

Check out this step-by-step guide to understand more about how the Compliance and Training Matrix works: