Free provider tool

Competency matrix template for NDIS and care providers

Put your workers down the side and the checks, training and high intensity supports your services need across the top. Each cell shows whether the worker holds it and when it is next due, and turns amber, then red, as that date gets close and passes. Add your own columns, download the grid as a CSV, and come back to it later on the same device.

Delivering other high intensity supports?

Add your first worker above, or load three example workers to see how the matrix reads.

Your matrix is saved in this browser only, so it is still here if you come back on this device. Nothing you enter is sent to Teiro or anyone else. Clearing your browser data deletes it, so download the CSV if you want to keep a copy. Use initials or IDs for participants: a CSV with names and health details is sensitive once it is emailed around.

Credentials and competencies are different evidence

For high intensity supports, that sign-off is normally for a specific participant: the NDIS Practice Standards require training that relates to each participant’s needs. A worker signed off for one participant’s PEG feeding is not automatically signed off for another participant on a different regime. That is why the high intensity cells record who the sign-off is for and who assessed it. The clinical competency management guide covers what an assessment record should contain.

Where the default intervals come from

Some intervals are set by regulation, some are recommended in national guidance, and some are just common organisational policy. The matrix uses these defaults; your own policy may differ.

Column	Source	Default	Basis
NDIS Worker Screening clearance	Regulation	Up to 5 years	NDIS Commission. Can be suspended or revoked before then.
Aged care police certificate	Regulation	3 years	Aged Care Rules 2025. An NDIS clearance can be held instead.
Working with Children Check	Regulation	Varies by state	Use the expiry date on the card.
NDIS Worker Orientation Module	Regulation	Does not expire	Mandatory for workers of registered providers.
First aid	Guidance	3 years	WHS first aid code of practice ("should be renewed").
CPR	Guidance	12 months	WHS first aid code of practice ("should be undertaken annually").
Manual handling	Organisation policy	12 months	No external interval.
Infection prevention and control	Organisation policy	12 months	Refreshers are required by the Practice Standards; the interval is not set.
Medication assistance	Organisation policy	12 months	Competence is required by the Practice Standards; the interval is not set.
Driver licence	Regulation	Date on licence	State road law.
High intensity supports	Guidance	12 months	NDIS Commission skills descriptors. Reassess sooner after 3 months without delivering the support, or when the participant’s plan changes.

No regulation sets how early to warn. The matrix turns screening checks amber 90 days before they are due, because an NDIS clearance renewal can be lodged up to 90 days before it expires. Training and competencies turn amber at 60 days, and a driver licence at 30.

What a matrix cannot tell you

Whether a clearance is still valid. An NDIS Worker Screening clearance can be suspended or revoked before its expiry date. This tool does not check the NDIS Worker Screening Database; you still need to.
Whether a worker is still in practice. Guidance recommends reassessing a high intensity competency if the worker has not delivered that support for more than three months, or when the participant’s support plan changes. A date cannot show either.
Whether the evidence exists. A green cell is not an audit record. Keep the certificate or the signed assessment on file.
Who is rostered where. A matrix sits beside your roster, not inside it, so nothing stops someone filling a shift with a worker whose cell is red. The staff competency tracking guide explains why that gap matters.

Common questions

What is a competency matrix?

A competency matrix is a grid with workers down one side and the credentials and competencies your services need across the top. Each cell shows whether that worker holds it and when it is next due. It answers two questions quickly: who is safe to send to this client, and what is about to lapse.

What is the difference between a credential and a competency?

A credential is a certificate or clearance issued by someone outside your organisation, such as a first aid certificate or a Worker Screening clearance, and it is current until a set date. A competency is your own organisation’s assessed sign-off that a worker can safely perform a specific task, usually observed by a registered nurse or other qualified health practitioner. For high intensity supports that sign-off is normally for a specific participant, because the NDIS Practice Standards require training that relates to each participant’s needs.

Which high intensity supports are in the NDIS Practice Standards?

The High Intensity Daily Personal Activities module has eight outcomes: complex bowel care, enteral feeding and management, severe dysphagia management, tracheostomy management, urinary catheter management, ventilator management, subcutaneous injections, and complex wound management. Epilepsy and seizure support is not one of the eight. It appears in the NDIS Commission’s high intensity support skills descriptors as general advice for participants at high risk of seizures, which is why the matrix includes it.

Do first aid and CPR certificates expire?

Not by law. The WHS first aid code of practice says first aid qualifications should be renewed every three years and CPR refresher training should be done annually. Those are recommendations most providers adopt as policy, so the matrix asks when each was completed and works out when it is next due.

Is a competency matrix enough for an NDIS audit?

No. A matrix is a tracking aid. An auditor wants the evidence behind each cell: the certificate, or the signed competency assessment showing who assessed the worker and their qualification. Keep that evidence on file and use the matrix to see what is missing or due.

Is my data stored anywhere?

Only in your own browser, so it is still there when you come back on the same device. Nothing is sent to Teiro. Use initials or an ID for participants, because a CSV with names and health details is sensitive once it is shared.

Related guides

NDIS compliance, credential and competency tracking

The complete guide: worker screening, qualification tracking, clinical competency and audit preparation.

Staff Competency Tracking for Care and NDIS Providers

How to track what your staff can do, and connect it to who gets rostered where.

Clinical Competency Management for NDIS Providers

High intensity supports, delegation and what an assessment record must contain.

Preparing for an NDIS Certification Audit

The workforce evidence auditors ask for, and how to close gaps first.

Competency tracking in Teiro

The competency catalogue, client requirements and the check at assignment.

Keep the matrix next to the roster

In Teiro, each worker's competencies live on their profile, required competencies are set per client, and the assignment picker checks them when a coordinator fills a shift.

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Checked against these sources on 30 October 2026. The NDIS Practice Standards are under review and aged care worker screening is due to change, so confirm current requirements with the NDIS Commission and the Department of Health.