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Configuring your organisation's certifications

Updated

Available for the following plans: Lite, Plus, Essentials, Engage, Elite, Unlimited 
Available for the following HR plans: Standard, Premium, Platinum 
Available for the following user access levels: 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

Add a certification and assign it to individuals
  1. Click the Compliance menu.
  2. Click the Certifications submenu.
  3. Click the Add Certification button.
    screenshot of the certification settings page, highlighting the add certification button
  4. 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).
  5. Click on Advanced options to add an optional description, state/territory, or supporting documents.
  6. Click the Next button.
  7. 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).
  8. Click Save and then Create to finalise the setting.

Manage data

Filter displayed certifications via certification management
  1. Click Compliance Certifications.
  2. Use the Search bar or Filter icon to sort by Mandatory status, Type, or Assignees.

Further information

The 12-month restriction on editing a certification's configuration

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
Certification actions on Employment Hero that will trigger an email

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.

Community questions

What is the difference between a Due Date and an Expiry Date?

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.

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