Keep one row per staff member per completed course. This free workbook gives you a training log and a summary of hours you have reviewed and accepted for a chosen reporting period. No account or email is required.
Original template by Daycare Compliance · Includes instructions, 500 course rows, and 50 staff summaries. No macros.
What is in the workbook?
| Sheet | What you can do |
|---|---|
| Read me | Follow the setup instructions and define the period you are tracking. |
| Training log | Record the staff reference, course, provider, completion date, hours, certificate location, and next review date. |
| Staff summary | Enter a staff reference, start and end dates, and an optional verified hours target. Formulas total only rows marked “Yes” within that period. |
How to use the training tracker in Excel
- Choose a staff reference. Use a consistent internal ID, such as STAFF-001, in both sheets. Keep the name-to-ID mapping in your restricted roster.
- Log the completed course. Enter its date as a spreadsheet date and its duration as a number of hours. Ninety minutes is 1.5 hours.
- Review the evidence. Check the certificate and applicable training requirements. Choose “Yes” only when you have confirmed the hours count toward the target you are tracking. “Pending” and “No” are excluded from the summary.
- Set the period. In Staff summary, enter the dates for each person. Both boundary dates are included. An employment anniversary and a calendar year are different periods; choose the one that applies.
- Enter the target you verified. Remaining hours compare your target with accepted hours. A blank target leaves remaining hours blank.
The workbook does not decide whether a course is approved, whether it meets a required topic, or how many training hours your program needs. A total alone cannot establish that training requirements are met. Use separate copies for different targets or categories.
Can I use it in Google Sheets?
Upload the .xlsx workbook to Google Drive and open it with Google Sheets. Check dates and totals after importing. The CSV is a simpler starting point for other systems; it contains the log columns without workbook formulas, formatting, or the summary sheet.
A worked example
Suppose STAFF-001 completes a two-hour course on September 10 and a one-hour course on September 12. If your review accepts the first course but leaves the second pending, the September summary should show two accepted hours. Change the second course to “Yes” after reviewing its evidence, and the total becomes three.
This example explains the arithmetic; it does not establish a training target or approve either course.
Keep the certificate connected to the log
Use the certificate reference column to record where the evidence is stored. A shared log should not contain medical details, clearance results, or unrestricted links to personnel documents. When a certificate has a renewal date, keep that date separate from the course completion date.
For the wider file structure, use the Pennsylvania staff-file checklist or the daycare paperwork binder guide.
When you need document requests and renewal reminders
The spreadsheet is useful for totaling reviewed training hours. The staff records workspace helps collect certificates, request missing documents, and remind you about confirmed renewal dates. Its document tracker does not calculate training-hour eligibility. You can try the workspace free for 14 days.