HR contractor file: Certifications

Overview

To reduce your administrative time, managing a contractor's certification information needs to be quick to access and easy to view. The Certification section within a contractors file provides you with three key features to make certifications easy to manage; they are certification submission, approval and record viewing.

The certification submission feature allows your contractor's to complete and/or update their assigned certifications, including the ability to upload supporting documentation.

The certification approval feature allows you to approve and decline contractor submitted certifications. You can even provide a reason on why you declined a certification, so a contractor knows what was missing in their submission.

The certification record viewing feature allows you to see all certifications assigned to a contractor's file, enabling you to see not only the status of all their submissions but also the details on each of their specific certifications. This feature also allows you to access a history log, showing all the supporting documentation a contractor has submitted for each certifications renewal they have completed.

In order for a certification to show in a contracors file, it first needs creating by your organisation admin. To read further details on how to create a certification refer to the following article.

Important

You will need to have enabled the open beta feature, Contractors, before you can use the additional features outlined in this article. You can enable this beta feature via the Beta Flask drop-down and selecting to Opt in, though remember this is still an in development feature and subject to change. To read more on how to enable this in progress beta 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 status messages refer to the following article section.

  1. Click the Personnel menu.
  2. Click the Independent Contractors submenu.
  3. Select the contractor that needs a certification completed.
  4. Click the Certifications tab.
  5. Click the Actions button.
  6. Click the Edit button.
    Certificate_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.
    Certificate_2.jpg
Approving a certification
  1. Click the Personnel menu.
  2. Click the Independedn Contractors 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.
    Certificate_3.jpg
  7. Click the Approve button.
    Certification_12.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 Decline button.
    Certificate_4.jpg
  7. Enter the reason for declining the certification, and click the Save button.
    Certificate_5.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.
    Certificate_6.jpg
  7. Enter the reason for declining the certification, and click the Save button.
    Certificate_7.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.
    Certificate_8.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.

    Certificate_9.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.
    Certificate_10.jpg
  7. Complete the required fields and click the Save button.

    Helpful Hint

    The maximum uploaded file size allowed is 10Mb.

    Certificate_11.jpg

Further information

Definitions: Certification status
Active Contractor has completed the certification and all the details are valid.
In review Contractor has completed the certification; However, it requires a primary or secondary manager to approve or decline it. 
Outstanding Contractor has not yet completed the certification.
Declined The contractor's manager has declined the Certification.
Expired The certification is no longer valid because of its expiry or renewal date. 
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