Summary
In short
- A competency gap report is a review used in KnowTrain that highlights roles or shifts where required competencies are not currently covered. It is built against ISO 45001 cl.7.2 and forms part of the Worker Competency and Credentials programme.
- Run monthly. Compiled by the training coordinator.
- The template holds 39 fields across 6 sections.
- Scoring is gap count, where high is bad.
- ISO 45001 is occupational health and safety management systems. The international standard for managing worker health and safety. Certifiable, and the backbone of most of this library.
- It connects to the rest of the library: links Competency Matrix.
What it is
What it is
What is a competency gap report?
A competency gap report is a review used in KnowTrain that highlights roles or shifts where required competencies are not currently covered. It is built against ISO 45001 cl.7.2 and forms part of the Worker Competency and Credentials programme.
When is a competency gap report completed?
A competency gap report is completed at the review interval, and after any trigger event. Run monthly.
When to use it
When to use it, and when not to
This review is one step in a larger programme. Using it for work that belongs to a neighbouring template produces records that are hard to report on later.
Use it for
- The event or activity this review covers has occurred, or is about to
- A new record is needed; each one gets its own ID in the form CGR-2026-000
- You are running the Worker Competency and Credentials programme and this is one of its steps
- A linked record needs this one to exist: links competency matrix
Not for
- Competency Matrix, which shows which skills and training each role requires and who currently holds them.
- Skills Assessment, which assesses whether a worker can actually perform a task to standard, by watching them do it.
- Training Needs Analysis, which works out the gap between the skills a role needs and the skills people have.
- Anything outside KnowTrain, which belongs in the workspace that owns that process
Standards
What it is built against
ISO 45001Occupational health and safety management systems
The international standard for managing worker health and safety. Certifiable, and the backbone of most of this library.
ISOInternational Organization for Standardization
A voluntary international standard. Widely adopted, often required by customers, and certifiable where a management system standard.
FAQ
Frequently asked questions
What is the competency gap report template based on?+
It is built against ISO 45001 cl.7.2. ISO 45001 is occupational health and safety management systems. The international standard for managing worker health and safety. Certifiable, and the backbone of most of this library. ISO is international Organization for Standardization. A voluntary international standard. Widely adopted, often required by customers, and certifiable where a management system standard.
What sections does the competency gap report contain?+
There are 6 sections: header, gaps by type, operational risk, people working outside authorisation, related records, outcome. Together they hold 39 fields, 29 of which are required.
How often is a competency gap report raised?+
A new record is raised at the review interval, and after any trigger event. Each one is given an ID in the form CGR-2026-000, so it can be traced and referenced from other records.
Which programme does the competency gap report belong to?+
It is part of Worker Competency and Credentials. A matrix that reflects observed practice rather than attendance.
How is a competency gap report scored?+
Scoring is gap count. High is bad. Scores exist to make the form tell you something, not to produce a percentage for its own sake.
Can the competency gap report template be changed?+
Yes. Every field, option, score and conditional rule is editable, and the links to other templates come with it. Most teams install it as it is, run it for a cycle, then adjust.
The agents
What the agents do with it
The form is the easy part. Keeping it current, routing it to the right owner and holding the evidence together is the work that actually slips.
Holds the competency gap report library against your registers, routes each record to its owner, and keeps the evidence trail together.
Coordinates the crew, rolls completion and exceptions into one view, and holds every write for your approval before it touches a record.
This template lives in KnowTrain — training and credentials. Induction, competency, toolbox talks, refreshers and expiry tracking.
Meet KnowTrain→Sources
Sources
- ISO 45001 — Occupational health and safety management systems
- ISO — International Organization for Standardization