Set up your employees' Certification requirements

Available for the following EmploymentOS plans: Lite, Plus, Unlimited, Essentials, Engage, Elite, HR + Managed Payroll
Available for the following HR Classic plans: Free, Standard, Premium, Platinum
Available for the following user access levels: Admin 

As an employer, it’s important to ensure your team has the right training, qualifications, licences, and certifications to perform their roles safely and efficiently. Employment Hero makes managing these requirements simple.

The Certifications feature allows you to set up and manage employee certifications with ease, helping you stay on top of compliance without unnecessary admin.

How to Prepare

Compile a comprehensive list of the documents employees need to provide to meet compliance requirements in your business or industry.

Watch the video below or follow the step-by-step instructions to set up employee certification requirements.

Set up a Certification

1. Select Settings.
2. Select Certification Settings.
3. Select Add Certifications.
4. Enter a certification name.
5. Choose a certification type. Certification types do not affect functionality, but can help with reporting.
6. Add a description so employees understand what is required.
7. Add a state or territory if the certification is location-specific.
8. Upload additional information or supporting documentation if required.
9. Assign the certification to relevant locations, teams, or individuals. Select All Personnel if it applies to everyone.
10. Complete the configuration questions to define how the certification is used.

Tip

Mandatory certifications: Employees must upload or complete the certification and will receive weekly reminders if it is not completed.

Optional certifications: Certifications are visible in the employee file but no reminders are sent if they are not completed.

• Select One Off if the certification does not expire.
• Select Expiry Date if the certification expires on a specific date.
• Select Renewing if the certification must be renewed on a recurring schedule.
• Enable Require supporting documentation if proof is required.

11. Enable Approval Required if certification submissions must be reviewed. Approvers will be notified when employees submit updates.
12. Use Restricting Security Groups only for highly sensitive certifications.
13. Optionally add a question to capture previous driving offences if relevant.

Tip

Once a certification is saved, the certification details cannot be edited.

Managing Certifications when Implementing Employment Hero

Assigning certifications applies to both existing employees and new hires joining your organisation in the future.

For example, if a driver’s licence certification is assigned to all employees, existing employees will receive a notification even if you already have their licence on file.

You have two options

Ask employees to upload certifications themselves: This helps familiarise your team with the platform and ensures records are up to date.

Upload on behalf of employees: Admins and managers can upload certifications individually from each employee’s file. Bulk uploads are not supported.

Upload a Certification

1. Select People.
2. Select People list.
3. Select the relevant employee.
4. Select Certifications.
5. Select Actions and then Update.
6. Complete the required information.
7. Upload the certification file.
8. Select Save.