Automated Excel Training Matrix Build

I’m looking for a streamlined way to track who is trained on which document — and to have that information refresh itself the moment a new employee or controlled document appears. Everything will live in Excel, so the solution must rely on native features such as formulas, VBA macros, Power Query, or a combination that keeps the file lightweight yet fully automatic.

Here is the data that must flow through the matrix:
• Employee details (name, role, start date, department)
• Training completion dates (initial, refresher, expiration)
• Document versions (current rev, issue date, status)

Desired behaviour
When I add a row for a new colleague or drop a freshly released procedure into the “Documents” tab, the main matrix should instantly expand, populate any look-ups, flag overdue items, and update all pivot tables or dashboards without any extra clicks.

Essential deliverables
• An Excel workbook with the automated matrix and clearly commented VBA/macros or formula logic
• A short setup guide so future admins can add columns, rename sheets, or tweak the code with confidence
• A test routine (dummy user + document) proving that the matrix re-calculates accurately

Acceptance criteria
1. No manual button-presses required to see new users or documents reflected in the matrix.
2. Calculation time under five seconds on a typical office laptop.
3. All code neatly organised in a single module and free of hard-coded file paths.

If you’ve built similar compliance or training dashboards before and can keep the workflow entirely in Excel, I’d love to see a brief outline of your approach along with any relevant samples.