Available for the following HR classic plans: Standard, Premium, Platinum
Available for the following User Access level: Admin
Certification Settings enable you to manage your organisation's certifications and request supporting documents, such as driving licences and qualifications. This feature allows you to set the renewal period for mandatory certifications and edit the assignment of certificates. Utilising the certification feature helps ensure compliance with industry regulations and verifies that employees hold the necessary certifications to work safely and legally.
We recommend using the Certifications Reporting feature to check outstanding certifications regularly. For guidelines on managing certifications already assigned to employees, refer to this article. For more details, including the 12-month restriction on editing a certification's configuration and exceptions for certifications created before February 2023, please see the Further Information section of the article.
Create and configure certification settings
- Click the Compliance menu.
- Click the Certifications submenu.
- Click the Add Certification button.
- In the Certification details form, enter the following:
- Certification name
- Certification type:
- Check
- Licence
- Qualification
- Training
- Assign to. This is how you assign a certification to one or more assignees. This field is a dropdown that allows you to choose groups and/or individuals from the following categories:
- All: Which covers every individual in both the All employees and All contractors demographics.
- Teams.
- Work locations: One or more available locations should be available for you to choose).
- Employees: You can click one or more of the available employee names from this category).
-
Contractors: You can click one or more of the available employee names from this category.
- If you want to add more certification options, click on Advanced options.
- Add the following details:
- Description (optional)
- State/territory (optional)
- Additional information (optional upload of documents).
- Click the Next button.
- 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.
- Set Due Date.
- Set due date.
- Do not set.
- If you want to add more options, click on Advanced options.
- Add the following details:
- Require the personnel to provide supporting documentation - Documentation required or Not required.
- Is approval required? - Approval required or Not required.
- Restrict security groups from accessing this certification on assignee files? - Yes or No.
- Add question regarding previous driving offences? - Yes or No.
- Add certification number? - Yes or No.
-
Click the Save button.
Warning
After creating the certification, you will not be able to edit the certification type, mandatory or optional selection, and security groups restriction. We recommend reviewing these details before proceeding.
- Click the Create button.
Manage data
- Click the Compliance menu.
- Click the Certifications submenu.
- Click in the Search bar and add your search term.
- Or, filter your certifications based on the following:
- Show archived certifications
- Mandatory
- Type
- Assignees.
- Click the People menu.
- Click the Employees List submenu.
- Select the employee that you would like to view.
- Click the Certifications tab in the Employment Records tile.
- Select the Filter button. You can filter certifications based on the following:
- Certification name.
- Expiry date.
- Mandatory status.
- Completion status.
- Certification type.
- Archived certifications.
- Click the Apply button..
- Click the Compliance menu.
- Click the Certifications submenu.
-
Click on the certification whose history you want to view.
- You will see the Version history panel on this page.
- Click the Compliance menu.
- Click the Certifications submenu.
- Click the certification you need to un-archive.
- Click the Un-archive button.
- On the confirmation window, click the Un-archive button.
Edit data
Important
You will not be able to save an edited certification if there are no assignees for the certification.
- Click the Compliance menu.
- Click the Certifications submenu.
- Click the certification that needs to have assignees updated.
- In the Certification Details section, click the Edit button.
-
Make your desired changes and click Save in the bottom right-hand side of the panel.
Important
You cannot edit the certification type, mandatory or optional selection, or security groups restriction. These entries will all be greyed out accordingly. If you need to change these inaccessible details, you can archive this certification and create a new one.
Remove data
- Click the Compliance menu.
- Click the Certifications submenu.
- Click the certification you need to archive.
- Click the Archive button.
- On the confirmation window, click the Archive button.
- Click the Compliance menu.
- Click the Certifications submenu.
- Click the certification you need to delete.
- Click the Delete button.
- In the Delete Certification window, type the exact certification name in the Certification name. and then click the Delete button.
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Further information
After a certification's creation, admins have 12 months to edit its configuration, which includes the following:
- Frequency of renewal
- Supporting documentation
- Driving offence question
The 12-month restriction starts from the date the certification was created. After this period, admins will not be able to edit the configuration anymore, but they can still edit the certification details, assignees, and approvers. The 12-month restriction does not restart with every configuration edit. This means if an admin creates a certification on 1st January 2024, the 12-month mark is 31st December 2024, regardless of how many edits were made to the configuration within that period.
If an admin needs to edit the configuration after 12 months, we recommend archiving the certification and creating a new one. The rule is only applicable to certifications made on 1st February 2023 up to the present. Admins cannot edit the configuration of certifications made before that date. The time restriction will retroactively be applied, but the rule is the same. This means the 12-month countdown will still start on the day the certification was created.
The configuration for certifications made before 1st February 2023 cannot be edited. If an admin has to update a certification's configuration, we recommend archiving it and making a new one.
Employment Hero will send out an email for the following certification actions:
- Assigning a certification to an employee.
- Assigning a certification, which requires a manager's approval.
- Approving or declining a certification assigned to an employee.
- A certification assigned to an employee is no longer required.
- A certification assigned to an employee expires in a week.
- A certification has expired.
To learn more about what emails Employment Hero sends out to users, please refer to this article: What emails do we send out to our users via Employment Hero?
You can not select disabled teams when assigning certifications. We will grey them out in the drop-down selection. Now, let's say you assign a certification to a team and then you disable that team. The team will still appear on the assignee list and you can remove it, but you cannot re-select the record. The members of that team will still have the certifications on their personnel file. We will not archive them until they are no longer assignees.
Community questions
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 related content
- HR Certification Reporting This feature allows you to create a report on how your employees are progressing with their assigned certifications.
- Manage assigned certifications This feature allows your employees to complete and/or manage their assigned certifications.