Skip to main content
English (Canada) English (United Kingdom) English (Hong Kong) English (Malaysia) English (New Zealand) English (Singapore) Bahasa Melayu

Set up and manage my organisation's certifications on Payroll classic

Updated

Available for the following plans: Employment Lite, Employment Plus, Employment Unlimited
Available for the following Payroll plans: Standard, Premium, Core Payroll, Unlimited+Payroll

Qualifications allow employers to have knowledge of an employee's formal qualifications, documentation, and skill set. Full access users and restricted users with relevant permissions can create, edit, update, and monitor an employee's qualifications. This allows them to allocate an employee to a particular task/s they are qualified to do.

The qualification feature also tracks when a qualification is due to expire and/or has expired. Notifications for upcoming expirations are within seven days of the date of expiry.

Employees can also manage their qualifications via the Employee portal.

Employer management of employee qualifications

Adding a business qualification
  1. Click the  Business menu.
  2. Click the Payroll Settings submenu.
  3. Under Pay Run Settings, click Qualifications.
  4. Click Add.
  5. Write the name of the qualification in the Name field.
  6. Click Save.
Editing a business qualification
  1. Click the  Business menu.
  2. Click the Payroll Settings submenu.
  3. Under Pay Run Settings, click Qualifications.
  4. Click the qualification you want to edit.
  5. Edit the name.
  6. Click Save.
Deleting a business qualification

If you no longer require a business qualification, you can delete it as long as there are no employees currently linked to it.

  1. Click the  Business menu.
  2. Click the Payroll Settings submenu.
  3. Under Pay Run Settings, click Qualifications.
  4. Click the  icon beside the qualification you want to delete.

Helpful Hint

To find out which employees are linked to qualifications:

  1. Go to the Dashboard.
  2. Click Reports.
  3. Under Employee, click Employee qualifications report. 
Exporting employee qualifications

Exporting qualification data allows you to do a bulk update on existing data. To export employee qualifications:

  1. Click the  Business menu.
  2. Click the Payroll Settings submenu.
  3. Under Pay Run Settings, click Qualifications.
  4. Click Export.
  5. Click the drop-down button in the 'Data type' field and select one of the three options:
    • Template with employee data
    • Template with employee data (including terminated employees)
    • Empty template (Selecting this will mean the spreadsheet will not contain any employee data. It will only hacw headers to act as a guide for the required information in each column.)
  6. Click Download (note that the spreadsheet will only contain employees who have qualifications linked to them).
  7. Make the relevant changes required in the spreadsheet.
  8. Save your changes.
  9. You can now import the spreadsheet back into the Payroll platform. (Note that you cannot add new qualification categories this way.)
Importing employee qualifications
  1. Click the  Business menu.
  2. Click the Payroll Settings submenu.
  3. Under Pay Run Settings, click Qualifications.
  4. Click Import.
  5. Select file.
  6. Click Confirm upload?
Receiving notifications when employees update their qualifications

Full access users and employee managers can configure qualification notifications when you:

  1. Go to the Dashboard.
  2. Click Manage Employees.
  3. Click Notifications.
  4. Check or uncheck the 'Email me when an employee I supervise updates their qualification' setting. 

Helpful Hint

If enabled, the user will receive an email notification each time an employee they supervise, adds, updates, or removes their qualification.

Employee management of employee qualifications

Adding details for a new qualification
  1. Click the  Employee menu.
  2. Under Self-Service, click your name.
  3. In the Employee service portal, click the Documents menu.
  4. Click the Qualifications submenu.
  5. Click the green symbol to add details to a qualification.
  6. Fill in the relevant details.
  7. Click Save.

Helpful Hint

All qualifications that are currently active at a business level will be listed. If the employee has already added details, they will be listed at the top.

Any qualification without details ‌will appear a lighter shade of grey and listed at the bottom.

Editing details for an existing qualification
  1. Click the  Employee menu.
  2. Under Self-Service, click your name.
  3. In the Employee service portal, click the Documents menu.
  4. Click the Qualifications submenu.
  5. Click the  icon.
  6. Edit details.
  7. Click Save.
Deleting details for an existing qualification
  1. Click the  Employee menu.
  2. Under Self-Service, click your name.
  3. In the Employee service portal, click the Documents menu.
  4. Click the Qualifications submenu.
  5. Click the  icon.
  6. Click Delete.

Helpful Hint

Deleting details for a qualification does not delete the existence of the qualification category, it just removes the details that had previously been added for that particular employee in relation to the qualification.

Receiving employee qualification notifications

An email notification will be sent to an employee:

  • When any of their qualifications are about to expire within the next seven days
  • On the day their qualification has expired

Further information

Dashboard notifications

On the payroll dashboard, the "Action Items" section will display a notification for any qualifications that are expiring within the next seven days and/or have already expired.

Explore related content

Powered by Zendesk