HR employee file: Certifications

Overview

Within your organisation, you may have employees that require a certain qualification, pass certain training courses or hold a particular license to fulfil their duties in your organisation. As an example, certifications can form a requirement for certain roles, such as a security guard needing a security license or a child care worker needing a certificate 4 in childcare.

The Certification feature within the Employee File module allows your employees to complete their assigned certifications, update the data if it expires, and view a history log of their uploaded documentation. While your manages can use this feature to approve and decline in review certifications and if required, they can also decline approved certifications if they granted this status in error.

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
Payroll Plan:   Standard   Premium

Getting started

Submitting 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.

  1. Click the Personnel menu.
  2. Click the Employees submenu.
  3. Select the employee that needs a certification completed.
  4. Click the Certifications tab.
  5. Click the Actions button.
  6. Click the Edit button.
    Certification_1.jpg
  7. Complete the following fields:
    • Any driving offences/accidents/cancellations.
    • Completion date.

    Helpful Hint

    Depending on the certification type assigned to the employee, the field will either say Completion 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.

  8. Click the Save button.
    Certification_2.jpg
Approving a certification
  1. Click the Personnel menu.
  2. Click the Employees submenu.
  3. Select the employee that needs a certification approved.
  4. Click the Certifications tab.
  5. Click the Actions button.
  6. Click the View Details button.
    Certification_3.jpg
  7. Click the Approve button.
    Certification_4.jpg
Declining an in review certification

Important

This step is only for certifications that show the status In Review.

  1. Click the Personnel menu.
  2. Click the Employees submenu.
  3. Select the employee that needs a certification declined.
  4. Click the Certifications tab.
  5. Click the Actions button.
  6. Click the View Details button.
    Certification_5.jpg
  7. Click the Decline button.
    Certification_6.jpg
  8. Enter the reason for declining the certification, and click the Confirm button.
    Certification_7.jpg
Declining an active certification

Important

This step is only for certifications that show the status Active.

  1. Click the Personnel menu.
  2. Click the Employees submenu.
  3. Select the employee that needs a certification declined.
  4. Click the Certifications tab.
  5. Click the Actions button.
  6. Click the Decline button.
    Certification_8.jpg
  7. Enter the reason for declining the certification, and click the Confirm button.
    Certification_9.jpg

Maintain

Viewing a certifications history
  1. Click the Personnel menu.
  2. Click the Employees submenu.
  3. Select the employee whose certificate you wish to view.
  4. Click the Certifications tab. 
  5. Click the Actions button.
  6. Click the View Details button.
    Certification_10.jpg

    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.

    Certification_11.jpg
Updating a certification
  1. Click the Personnel menu.
  2. Click the Employees submenu.
  3. Select the employee that needs their certification updated.
  4. Click the Certifications tab.
  5. Click the Actions button.
  6. Click the Edit button.
    Certification_12.jpg
  7. Complete the required fields and click the Save button.

    Helpful Hint

    The maximum uploaded file size allowed is 10Mb.

    Certification_13.jpg

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. 
Have more questions? Submit a request

Comments

0 comments

Article is closed for comments.