Download the matrix

Two sheets: the matrix of people and skills, and a shift check that marks each need OK or MISSING. Certificates count only if their expiry date is on or after the shift date. We checked the formulas in LibreOffice Calc. It records what you enter; checking that a certificate is genuine is up to you.

The matrix

The example matrix. People and dates are illustrative.
PersonKey holderOpens barCloses tillFood handler card expires
AnaYesYesYesAug 30, 2027
BenYesYesMar 1, 2027
CruzYesJan 13, 2027
DeeYesYesFeb 10, 2028
EliNone
The example matrix. People and dates are illustrative.

Checking each shift

Four shifts from the week of January 11, 2027, checked against the matrix:

Shift check results from the workbook.
ShiftPeopleResult
Mon openAna, CruzOK: key holder, bar, valid food card
Mon closeBen, EliOK: key holder, till
Thu openCruz, EliMISSING: no key holder; Cruz's food card expired Jan 13
Thu closeAna, DeeOK: key holder, till
Shift check results from the workbook.

Thursday's opening has two people, which looks fine on a headcount, but nobody can unlock the door and nobody has a valid food handler card. Swapping Ben or Ana onto that opening, and reminding Cruz to renew, fixes both.

Backups

The matrix counts qualified people per skill and warns when only one person can do something. In the example two people are key holders; if one is away for a week, every opening and closing falls on the other.

  1. For any skill with one qualified person, plan who to train next.
  2. Look at expiry dates a month ahead, not on the day.
  3. Recheck the matrix whenever someone joins, leaves or changes role.

For a whole retail week with key-holder checks built in, see the retail staff schedule template.