How do I manage my organisations certification settings via the HR platform

The Certification Settings feature allows you to setup your organisation's certifications and ask for details from employees, such as any supporting documentation, or to complete a COVID-19 vaccination check. From a setup side, you can specify details such as the certification renewal period, if it is mandatory or optional for employees to complete, and who you assign it to within your organisation. You can also use this feature to assign and/or un-assign a certification and delete a record if it is no longer required.

Warning

Currently you can not edit a certification once you have created it, so please think carefully when creating one that this is exactly how you want your data to show on your HR platform.

Important

Please note that adding, creating, or deleting any certifications will trigger an email notification. Please click this link for more information about when emails are sent out.

Helpful Hint

To read further details on how your employees upload their certifications to the HR platform, and the process managers will go through to approve this documentation, refer to the following article.

HR Best Practise

It is important that you use the certification feature to make sure that you, as a business, are operating in compliance with the relevant regulations in your industry and that employees have what they need to operate safely and legally. We recommend that you regularly use the Compliance Report to track and track any certifications that are outstanding in your organisation.

Availability

HR Plan:   Free   Standard   Premium   Platinum
  User Access:   Employee         Manager         Admin      

  This is the default access level per user and whether they have  view,  edit and  delete access, excluding any changes made via our Custom Security feature.

Getting started

Add a certification
  1. Click the   Settings menu.
  2. Click the Certification Settings submenu.
  3. Click the Add Certifications button.
    Certification_1.jpg
  4. On the Certification Details page complete the following fields:
    • Certification name.
    • Certification type:
      • Check.
      • Licence.
      • Qualification.
      • Training. 
    • Description.
    • State/territory.
    • Click the Upload button to upload any additional information.

      Helpful Hint

      The maximum uploaded file size allowed is 10MB, however, you can upload multiple files.

    • Assign to:
      • Location.
      • Teams.

      Important

      You can not select disabled teams when assigning certifications. We will grey them out in the drop-down selection. If you assign a team a certification and then you disable it, then the team will still be there on the assignee list and you can remove it, but you cannot re-select the record. The members of the team will still also have the certifications on their personnel file. We will not archive them until they are no longer assignees.

      • Individuals.
      • All personnel.
  5. Click the Next button.
    Certification_2.jpg
  6. On the Configuration page complete the following fields:
    • Is this certification mandatory or optional?
    • How often does the certification need to be renewed?
      • One-off.
      • Expiry date.
      • Renewing.
    • Require personnel to provide supporting documentation?
    • Is approval required?
      • Managers.
      • Location.
      • Teams.
      • Employees.
    • Restrict security groups from accessing this certification on assignee files?
    • Add question regarding previous driving offences.
  7. Click the Save button.

    Warning

    Once you save a certification, you cannot change the certification details.

    Certification_3.jpg
  8. Click the Create button.
    Certification_4.jpg

Daily activities

Change certification assignees
  1. Click the   Settings menu.
  2. Click the Certification Settings submenu.
  3. Click on the Certification that needs assignees updates.
    Certification_5.jpg
  4. Click the Edit button.
    Certification_6.jpg
  5. Update the assignees' list and click the Save button.
    Certification_7.jpg
  6. Click the Confirm button.
    Certification_8.jpg
Filter displayed certifications
  1. Click the   Settings menu.
  2. Click the Certification Settings submenu.
  3. Choose from the following filter options:
    • Show archived certifications.
    • Type.
    • Mandatory.
    • Assignees.
  4. Click the Search button.

Helpful Hint

Alternatively, you can search for a certification by name using the Search Bar.

Certification_9.jpg

Editing data

Edit certification approvers
  1. Click the   Settings menu.
  2. Click the Certification Settings submenu.
  3. Click on the Certification that needs approvers updated.
    Certification_5.jpg
  4. Click the Edit button.
    Certification_10.jpg
  5. Update the approvers' list and click the Save button.
  6. Click the Save button.
    Certification_11.jpg

Data management

Un-archive a certification
  1. Click the   Settings menu.
  2. Click the Certification Settings submenu.
  3. Click on the Certification that needs archiving.
    Certification_5.jpg
  4. Click the Un-archive button.
    Certification_14.jpg
  5. Click the Un-archive button to confirm.
    Certification_15.jpg

Deleting data

Archive a certification
  1. Click the   Settings menu.
  2. Click the Certification Settings submenu.
  3. Click on the Certification that needs archiving.
    Certification_5.jpg
  4. Click the Archive button.
    Certification_12.jpg
  5. Click the Archive button to confirm.
    Certification_13.jpg
Delete a certification
  1. Click the   Settings menu.
  2. Click the Certification Settings submenu.
  3. Click on the Certification that needs deleting.
    Certification_5.jpg
  4. Click the Delete button.
    Certification_16.jpg
  5. Type the certification name into the Name field and click the Delete button.
    Certification_17.jpg

Community questions

What is the difference between a one-off certification, certifications with an expiration date, and renewing a certification?
Certification renewal can be set for one of three different settings, one-off, with an expiry date, or with a recurring/renewal period.
  • One-off: Upon the successful completion of the certification, the employee will be granted the certification and it will be valid for an indefinite period. For example, an employee can earn a First Aid Certification, which does not have an expiry date.
  • Expiry date: The certification is given a date for which it will expire, and will need to be renewed, or reapplied ‌after a specified date. For example, a White Card expires if the employee has not held a position requiring a White Card for two consecutive years.
  • Renewed: The certification will need to be renewed after a specified time. For example, a First Aid Certificate does not have an expiry date, however, a renewal is recommended every three years. You can set a renewal date if you would like the employee to take a refresher course.

Explore similar topics

Was this article helpful?
2 out of 5 found this helpful

Comments

7 comments
Date Votes
  • Can you please explain the differences and implications between

    One-off.

    Expiry date.

    Renewing.

    0
  • Hi James Harrison Thanks for your question. We have updated the article to provide the answers you are looking for. Please let us know if there is more we can help you with.

    1
  • Many thanks James Nixon

    Would you mind giving a few examples so I can conceptualise?

    0
  • Hi James Harrison thank your follow up question. We have updated the article and added examples that we hope help you conceptualise each use case. Please let us know if there is more we can help you with.

     
    0
  • Thank you!! it sure does

    0
  • Hi EH team. I understand that we cannot edit a certification once we have created it. But it would be very helpful if at least the description part can be edited? Is there a way that you can help edit this from your back end? Thanks.  

    -1
  • Hi Sheryl Ciega Lagunilla I can definitely see how having the ability to edit a certifications description would make for an impactful feature set and add value to your organisation's way of working. Although this is not current functionality, please be assured, I have noted this as feedback and shared it with our product development team for future consideration.

    0

Please sign in to leave a comment.