Available for the following plans: Unlimited, Complete
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, define specific due dates for completion, 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
- Log in to Employment Hero.
- 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, or Training)
- Assign to: Choose groups (Teams, Locations) or Individuals (Employees, Contractors).
- Click on Advanced options to add an optional description, state/territory, or supporting documents.
- Click the Next button.
- 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).
- Click Save and then Create to finalise the setting.
Manage data
- Log in to Employment Hero.
- Click the Compliance menu option.
- Click the Certifications submenu option.
- Use the Search bar or Filter icon to sort by Mandatory status, Type, or Assignees.
- Log in to Employment Hero.
- Click the Compliance menu option.
- Click the Certifications submenu option.
- Click on the certification you wish to edit.
- Click on the Edit button.
- You can edit the following:
- Certification name
- Description (optional)
- State/territory (optional)
- Additional information (Optional)
- Compliance Tags (Optional)
- Required in onboarding?
- Set Due Date
- If ticked, this certification will revert to an Outstanding status for all existing assignees
- If ticked, email notifications will be sent to existing assignees
- Once you have made your edits, click on Save.
Remove or change certification assignments
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
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.
- Log in to Employment Hero.
- Click the Compliance menu option.
- Click the Certifications submenu option.
- Find the certification you want to update and click its Actions button.
- Select Assign.
- Remove the team, location, or individual you no longer want to require this certification for.
- Click Save to apply the changes.
Archive an organization's certification
- Log in to Employment Hero.
- Click the Compliance menu option.
- Click the Certifications submenu option.
- Find the certification you want to archive and click its Actions button.
- Select Archive.
- Confirm the action when prompted to complete the archiving process.
Note
When a certification is archived, all personnel in the assignee list will have the certification archived on their file and they will no longer be requested to complete it.
The certification will still be viewable in their personnel file, but it will not be updatable or reviewable.
Further information
Admins have 12 months from the creation date to edit configuration settings, including:
- Frequency of renewal
- Due date settings
- Supporting documentation requirements
- Driving offence questions
Employment Hero sends email notifications for the following actions:
- Assigning a certification to an employee.
- A certification assigned to an employee is due in a week.
- A certification assigned to an employee is now overdue (passed its due date).
- A certification assigned to an employee expires in a week.
- A certification has expired.
- Approving or declining a submitted certification.
Frequently asked questions
It is important to distinguish between these two dates to maintain compliance:
- Due Date: The administrative deadline for the employee to upload their documentation to the platform (e.g., 7 days after they start).
- Expiry Date: The date the actual qualification or licence becomes legally invalid and requires a full renewal or refresher.
No — not in isolation. See Remove or change certification assignments above: you edit the certification's assignment list itself (via Actions > Assign) and remove that individual, or move them out of the team/location that's assigned. Doing so permanently deletes their certification record, so they'll need to resubmit if reassigned later.