Qualifications and licences

Employee qualifications and licences

When reviewing your employees' qualifications and licences you can:

  • Add, and edit (or delete) existing qualifications and licences that appear in the Employee onboarding drop down list.
  • View your employees' qualifications held (or not held).
  • Review your employees' qualifications and licences held to ensure that they are current i.e.  have not expired.

Depending on your needs, you can run an Expiring document report (covered at the bottom of this guide) or use the Export feature in Approved People to create a report where you can customise your data columns or view our template report and use the filters to see your specific information.

Qualifications and licences in onboarding
Qualifications and licences are uploaded by your employees through the onboarding process.

Below is an example of the qualifications and licences section:

Employees can also see as a drop-down qualification from the Employee portal so that the employee can upload this qualification through their employee profile.

Qualifications and licences list
Admin users can add to the qualification and licences drop down list that appears for employees. Let's look at the process for this below.

 

To add new qualifications or licences:

  1. Navigate to the hamburger icon to open the full menu and select Platform Settings > Qualification List.
  2. Select Add new.
    • Name the qualification.
    • Show if user has any tag- choose if you'd like this qualification to only appear when an applicant is applying for a specific role e.g. Chef.
    • Hide if user has tag-choose if you'd like this qualification to not appear when an applicant is applying for a specific role e.g. Chef.
    • Types- select if it's a qualification and licence.
    • Expiry- select if the qualification expires.
    • Expiry date- select the date the qualification expires.
  3. Save.

To edit/delete a qualification or a licence:

  1. Navigate to the hamburger icon to open the full menu and select Platform Settings > Qualification List to see a full list of your qualifications.
  2. Select the Edit Icon (or delete icon if deleting).
  3. You can edit the qualification or licence as needed. For example, for a licence you can choose if you would employees to input a licence number as well as uploading the licence and you can choose if this field is mandatory or not.

  4. And Save.
Adding a Qualification to an employee profile
To add a Qualification or Licence to an employee's profile you have 2 options:

Of course, it is always best practice to get employees to upload these documents themselves, however on a case by case basis, Admins may need to do this.

Let's see how the Admin can upload a Qualification or license on behalf of the Employee.

In our example, Aimee has just finished her Cert IV in Fitness and we would like to upload it to her profile.

  1. Search for the Employee in question.
  2. In the Employee's profile > Compliance Tab > open Qualification Licences Inductions tab.
  3. Select the edit pencil on the type you would like to upload.

     

  4. Select your Qualification from the drop-down box. And upload the document.

You can see above we successfully uploaded the Certificate IV Fitness to Aimee's profile.

   Qualifications, Licences and Documents uploaded this way will also be available to view by the employee in the Employee App.

 

This process can be completed the exact way for Licences or Inductions as well.

Employee's qualifications and licences (held or not held)

View a list of employees with or without a specific qualification/licence or induction

If you don't need to export the data but simply see which employee have a specific qualification, licence, or induction you can use the show filter in Approved People.

  1. In the quick menu navigate to People > Approved people to see all your existing employees.
  2. Select show filter and in the qualifications/licences/inductions choose either with or without to see a list of all your employees who have completed a specific qualification/licence or induction, or without to view those who haven't.
  3. Apply filter to view the information.

Bulk employee's qualifications export

To export a list of all employees who hold or do not hold a specific qualification/licence or induction (or see all employees and the qualifications they hold), you can utilise the export qualifications options in Approved people.

This export allows to:

  • Report on the qualifications and licences held (or not held), this includes reporting on:
  • You can also see if a supporting document has been provided for the qualification or licence held
    • Qualifications
    • Licences e.g. blue card/ white card
    • Inductions
  1. In the quick menu navigate to People > Approved people to see all your existing employees.
  2. Select all your employees or use show filter by a specific group e.g. casual employees.
  3. Select bulk actions > export qualifications to all filtered and select which columns you would like to see displayed and Export CSV.
  4. This will produce a CSV of all your employee with the qualifications/licence and inductions and show as a 'yes' if an employee holds that qualification.

Check if qualifications or licences have expired

Expiry notification for expiring documents can be sent to yourself and the employee. This is based on documents collected during onboarding that have expiry dates. for more information read the guide on Managing Document Expiry Notification.

The Expiring Documents and Qualifications Report:

  • Provides a report based on expiry status for employee documents and qualifications.
  • This includes reporting on:
    • Visas
    • Drivers Licences and expiry dates
    • Responsible Service of Alcohol (RSA's) and expiry dates.
    • Inductions
    • Other licences

To produce a report based on expiry status for employee documents and qualifications (e.g. visas, drivers licences, RSAs etc):

  1. In the quick menu navigate to Reports > Workforce Reports > This will open the Workforce Reports Centre.
  2. Select Expiring Documents
  3. Leave filters empty to view all, or select specific filters:
    • Employees: Select specific employees or leave blank to view all.
    • Employee status: Approved, Unverified, Declined, Archived. 
    • Expiring status: All, Expired, Not Expired.
    • Qualification type: e.g. visa, driver's licence, licence, Australian Resident/Working Visa, RSA or qualification.
    • Hide columns: Select any data you do not wish to display or leave blank to show all.
  4. Click Submit.
  5. The report can be exported to a .csv, or .pdf file.

 

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