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Set up your employees' Certification requirements

Updated

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.

Getting started

Set up a certification
  1. Log in to Employment Hero.
  2. Click the Compliance menu.
  3. Click the Certifications submenu.
  4. Click the Add Certification button.
  5. In the Certification details form, enter the following:
    • Certification name
    • Certification type (Check, Licence, Qualification, or Training)
    • Assign to: Choose groups (Teams, Locations) or Individuals (Employees, Contractors).
  6. Click on Advanced options to add an optional description, state/territory, or supporting documents.
  7. Click the Next button.
  8. On the Configuration page, complete the following fields:
    • Is this certification mandatory or optional?
    • How often does it need to be renewed? (One-off, Expiry date, or Renewing).
    • When is this certification due? Enter the number of days after assignment that the employee must provide the certification (e.g., 4 days).
  9. Click Save and then Create to finalise the setting.

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

Note

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

Upload a certification on behalf of an employee

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.
  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.

Remove or unassign a certification

How unassigning works

There is no setting that removes a certification requirement from a single employee in isolation. Certifications aren't assigned to a person directly — they're assigned to a certification's assignment list (made up of teams, locations, or individuals), and an employee is only required to complete a certification while they're on that list.

To stop requiring a certification for someone, you have two options:

  • Remove them individually: if they were added by name, edit the certification's assignment list and take them off it.
  • Manage the group instead: if they're covered by a team or location, either move them out of that team/location, or switch the certification to individual assignment and re-add only the people who still need it.

Important: what happens when you unassign

Removing someone from a certification's assignment list permanently deletes the certification record from their employee file — this isn't a hide or pause. If they're reassigned the same certification later, they'll need to resubmit their details and documents from scratch.

Edit a certification's assignment list
  1. Select Settings.
  2. Select Certification Settings.
  3. Find the certification you want to update and select its Actions button.
  4. Select Assign.
  5. Remove the team, location, or individual you no longer want to require this certification for.
  6. Select Save to apply the changes.

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