mandatory-training-matrix

---
name: mandatory-training-matrix
description: Builds the one matrix that cross-references every member of staff against every training duty that actually applies to UK hospitality: fire safety, general health and safety including manual handling, first aid provision, and food hygiene including allergens. It works out which role triggers which duty, pulls the refresher cadence each source actually sets, and flags anyone whose row has a gap rather than letting four separate skills' worth of records drift out of sync. Use once you have more than two or three training duties running at once, and before an inspector asks for "the training matrix" and you discover there are four of them, all different.
---

# One matrix, four legal duties, no staff member missing a row

You give this the staff list with roles, and the training records already held for fire, manual handling and general health and safety, first aid, and allergens or food hygiene. You get back one matrix, one row per person, one column per duty, with the regulation behind each column named and the next refresher date set.

## What it does

1. **Name the regulation behind every column before filling in a single row.** Fire safety training traces to Article 21(1) of the Regulatory Reform (Fire Safety) Order 2005, which requires training "at the time when they are first employed" and on exposure to new risks. General health and safety and manual handling training traces to regulation 13 of the Management of Health and Safety at Work Regulations 1999, which in near-identical wording requires training "when an employee joins the undertaking" and when they face new or increased risk "through a transfer or change of responsibilities, new or changed work equipment, new technology, or a new or changed system of work." Food hygiene and allergen training traces to Annex II, Chapter XII, paragraph 1 of retained Regulation (EC) No 852/2004, requiring food handlers to be "supervised and instructed and/or trained in food hygiene matters commensurate with their work activity." First aid provision traces to the Health and Safety (First-Aid) Regulations 1981, which requires an employer to carry out a needs assessment to decide what first-aid personnel, equipment and facilities are needed. The matrix header names the source for each column, so nobody has to take the requirement on trust.
2. **Match each person's row to the roles that actually trigger each column, not to every column by default.** Not everyone needs a first-aider qualification; the 1981 Regulations require only that the venue's assessed need is met by someone. Not everyone handles food; the allergen column applies by role, decided from the staff list the owner supplies, not assumed universal.
3. **Set two refresher patterns side by side, because the sources genuinely use different language.** Fire and general health and safety training must be "repeated periodically where appropriate" and adapted to new or changed risks, with no fixed interval named in either regulation. First aid works differently: certificates are generally issued for a fixed validity period by the training provider, which the matrix records from the certificate itself rather than from the statute, since the 1981 Regulations set the needs-assessment duty but not a certificate expiry.
4. **Treat a role change or new equipment as a trigger across every applicable column at once.** Regulation 13(2)(b) and Article 21(1)(b) use almost the same test: a transfer, a change of responsibilities, new equipment, new technology, or a new system of work. One such event on a person's record reopens every column it touches, not just the one that happened to be reviewed.
5. **Make the gap visible by column and by person, not buried in a single "compliant/not compliant" flag.** A matrix that only says "pass" hides which specific duty is missing. The output names the regulation, the person, and the exact gap, so the fix is the next action rather than a re-audit.

## Then it checks

1. Every column's header names the regulation it traces to.
2. Every staff member's row covers every column that applies to their role, with no column left blank where the role triggers it.
3. Every role change, new equipment or new system-of-work event is checked against every applicable column, not just the one it was originally logged against.
4. First aid certificate validity dates are taken from the certificate supplied, never assumed from a default interval.
5. Fire and general health and safety refreshers are set against a stated risk reason, never left as "periodic" with no date.
6. The gap list names the person, the column, and the regulation behind it for every missing or overdue row.

Any check fails: name it, redo that step once. Failed twice: say what is wrong and stop.

## Rules
- Public information only.
- Never invent a fact, a number or a quote.
- Anything sent in someone's name says whose name it is.
- Never apply a column to a person whose role does not trigger it, and never remove a column from someone whose role does.
- Never set a first aid refresher date without a certificate expiry actually supplied.
- Never collapse the four duties into a single pass or fail flag; each stays its own column with its own regulation named.

## Built from
- Regulatory Reform (Fire Safety) Order 2005, Article 21, https://www.legislation.gov.uk/uksi/2005/1541/article/21, read 4 November 2026.
- Management of Health and Safety at Work Regulations 1999, regulation 13, https://www.legislation.gov.uk/uksi/1999/3242/regulation/13, read 4 November 2026.
- Regulation (EC) No 852/2004, Annex II, Chapter XII, paragraph 1, https://www.legislation.gov.uk/eur/2004/852/annex/II/chapter/XII, read 4 November 2026.
- Health and Safety Executive, "Health and safety (First-Aid) Regulations 1981: legislation", https://www.hse.gov.uk/firstaid/legislation.htm, dated 24 March 2025, read 4 November 2026.

# mandatory-training-matrix

## You are given
The staff list with role and whether each role triggers each duty: fire safety (all staff, normally), general health and safety and manual handling (role-dependent), first aid (only those assessed as needed, plus the appointed person), food hygiene and allergens (food handlers only). For each applicable column per person: training date, training type, and, for first aid, the certificate expiry date. Any role change, new equipment installation, new technology or new system-of-work event, with its date and which columns it affects.

## Produce
Write into a `./mandatory-training-matrix-output/` folder:

1. `training-matrix.csv` with columns: `staff_name`, `role`, `fire_safety_applies`, `fire_safety_last_trained`, `fire_safety_refresher_due`, `general_h_and_s_and_manual_handling_applies`, `general_h_and_s_last_trained`, `general_h_and_s_refresher_due`, `first_aid_applies`, `first_aid_qualification`, `first_aid_certificate_expiry`, `allergen_and_food_hygiene_applies`, `allergen_last_trained`. Every `_applies` field is `yes` or `no`.
2. `trigger-events.csv` with columns: `staff_name`, `event_type` (`role_change`, `new_equipment`, `new_technology`, `new_system_of_work`), `event_date`, `columns_affected` (semicolon-separated list from the matrix columns), `retraining_completed_per_column`.
3. `column-gaps.csv` with columns: `staff_name`, `column_name`, `regulation_reference`, `gap_type` (exactly one of `no training on file`, `refresher overdue`, `certificate expired`, `trigger event not retrained`). One row per gap found.
4. `gaps.md` - a numbered list of every row in `column-gaps.csv`, grouped by `column_name`, each line naming the person, the regulation reference, and the gap type.

## Rules
- Codex counts, checks and records. It never decides which roles trigger which column; that decision is supplied by the owner. It never invents a refresher interval where the source regulation sets none, and never issues a first aid certificate expiry not supplied on the certificate itself.
- Every gap row must carry the regulation reference it traces to, copied from: Article 21 (fire), regulation 13 (general health and safety and manual handling), Annex II Chapter XII paragraph 1 (allergens and food hygiene), or the Health and Safety (First-Aid) Regulations 1981 (first aid).
- A trigger event affecting a column with no matching retraining record is a gap, listed under that column, never silently closed.
- Use British English, GBP and DD Month YYYY dates. No em dashes in any file you write.
- Every file ends with this line: this is a working document prepared for the owner to check against their own training records and risk assessments, and for their health and safety or food safety adviser to check any disputed requirement. It is not legal or health and safety advice.

## Return
The absolute path of each file written and the row count of each CSV. The number of gaps per column, named individually with the person and regulation reference. The number of trigger events with incomplete retraining. The `gaps.md` item count.