Managing assigned certifications | HR Employee File

Jimmy

Updated 27 March 2023 22:21

Overview

Within your organisation, you may have contractors that require a certain qualification, pass certain training courses, or hold a particular license. As an example, certifications can form a requirement for certain roles, such as a security guard needing a security license.

The Certification feature allows your employees to complete their assigned certifications, update the data if it expires and view a history log of their uploaded documentation. While a manager can use this feature to view and then approve and/or decline, an employee submitted certification.

Certifications will only appear within an employees' file if your admin has created and assigned the records via the Certification Settings feature. To read further details on this feature, refer to the following article.

Availability

HR Plan:

Free

Standard

Premium

Platinum

User Access:

Employee

Manager

Admin

This is the default access level, excluding any changes made via our Custom Security feature.

Getting started

Updating a certification

Helpful Hint

You can only complete a certification when the status shows as outstanding. To read further details on the various certification statuses, refer to the following article section.

Click the Personnel menu.
Click the Employees submenu.
Select the employee that needs a certification completed.
Click the Certifications tab.
Click the Actions button.
Click the Update button.
Complete the following fields:
- Any driving offences/accidents/cancellations.
- Issue/Expiry date.
Helpful Hint

Depending on the certification type assigned to the employee, the field will either say Issue Date or Expiry Date.
- Supporting documentation.
Helpful Hint

To add a supporting document, click the Choose File button, then upload the required file. Once the supporting documentation has successfully uploaded, the system will automatically save the file.

The maximum uploaded file size allowed is 10Mb.
Click the Save button.

Approving a certification

Click the Personnel menu.
Click the Employees submenu.
Select the employee that needs a certification approved.
Click the Certifications tab.
Click the Actions button.
Click the Review button.
Click the Approve button.

Declining a certification

Important

You can decline certifications that have either an In Review or Active status message.

Click the Personnel menu.
Click the Employees submenu.
Select the employee that needs a certification declined.
Click the Certifications tab.
Click the Actions button.
Click the Review button.
Click the Decline button.
Enter the reason for declining the certification, and click the Confirm button.

Maintain

View a certifications' supporting document history

Click the Personnel menu.
Click the Employees submenu.
Select the employee whose certificate you wish to view.
Click the Certifications tab.
Click the Actions button.
Click the View button.

Helpful Hint

You will now see the certification details on your screen and a submission time and date log for each piece of supporting documentation associated with this certification. You can click on the documentation link to view the details of this documentation.

Further information

Definitions: Certification status

Active.	Employee has completed the certification and all the details are valid.
In review.	Employee has completed the certification; However, it requires a primary or secondary manager to approve or decline it.
Outstanding.	Employee has not yet completed the certification.
Declined.	The employee's manager has declined the Certification.
Expired.	The certification is no longer valid because of its expiry or renewal date.

Author recommended

So you have now approved or uploaded a certification and you are now wondering what next can I do. There are two recommendations I would make on this front and they are:

HR Compliance Reporting: Certifications This reporting feature gives you insight into how your employees are progressing with their assigned certifications.
HR Mobile App: My Certifications This article covers how your employees can submit their required certifications via their mobile phone by using our Employment Hero mobile app.