What belongs in it
Formal authorisations with a legal basis, for instance the competence test, emissions test authorisation, first-aider training, a forklift licence, a pharmacy licence. Plus in-house instruction and levels of experience where they determine deployment.
The decisive item is the third field alongside person and activity: the date up to which the authorisation is valid. Without an expiry date the matrix is a snapshot that gradually becomes wrong.
Deadlines that typically recur
Workplace first-aiders have to be retrained every two years. Instruction under section 12 ArbSchG has to be repeated at least annually, and every six months for young people. The emissions test training under Annex VIIIc StVZO has to be renewed every 36 months. The reliability check in the security trade is repeated at least every five years.
Every one of those deadlines runs out quietly. Anyone not keeping them in the same file as the roster learns of the expiry once the authorisation is already gone.
Privacy Policy
Qualification data is employee data and may only be processed in so far as it is necessary for performing the employment relationship. Health-related details, for instance from occupational health screening, do not belong in the matrix: it records only whether a person may be deployed, not why not.
Common mistake
The matrix gets created once and never maintained. After two years it contains authorisations that have expired, and the plan builds on it.
This is not legal advice; for a specific case at your workplace you are better off asking someone qualified to give it.
Published by: AMNAU GmbH
Editorial responsibility: Ugur Aydogan, Product development.
Last reviewed: 2 September 2026