Setup and Manage the Qualifications List

In this article we show you how to Setup and Manage the Qualifications List.

You can download the entire Setup and Manage the Qualifications List article here.

Accessing your Qualifications List

In this article we show you how the Qualifications Manager accesses the Qualifications List.

Instructions for adding Qualifications to your Qualifications List

  1. Go to: Home > Qualifications Manager (located under My User Roles)
  2. Your list of qualifications is displayed.

In this example below there are no qualifications yet created.

In this example below there are 5

Create a New Qualification

In this article we show you how the Qualifications Manager can create a new Qualification.

Instructions for adding Qualifications to your Qualifications List

1: To add a qualification select the green ‘Create a New Qualification’ button

2: You are presented with the Create New Qualification form.

There are five (5) elements to complete on the Detail section of this form.

1: Qualification Category

  • External means the qualification is attained from a 3rd party issuer.
  • Internal means the qualification is attained through internal assessment by an authorized person from your own organization.

2: Qualification Type

Each qualification must be associated with a Type. By default we include the following Types: Certificate, Degree, Diploma, License, and Post-Graduate. (The Manage Options button allows you to edit or remove our defaults, and add your own.

3: Name. Enter a name for the qualification e.g. Working from Height’s Certificate etc…

4: Description. Enter a description for the qualification

5: Status. Active means the qualification can be used and assigned to people. Inactive means the qualification can no longer be assigned to a person. Records of current and historical holders of this qualification will be retained.

Select the blue ‘Audience’ tab

Lesson 3: About Choosing an Audience for the Qualification

In this article we explain the purpose of Audience and how it works.

A Qualification effectively says that the person is qualified to perform a task based on their understanding of the ‘competencies’ required to perform the task in a safe and effective manner.

Not all people need to hold a qualification. For example a forklift driver probably does not need to have a qualification that proves they are competent to work on scaffolding, or perform hot-work.

In the Audience section you select which type of people can hold this Qualification. You can choose Employees and/or Service Providers (assumes you are using the Service Provider Management Add-on to manage contractors and suppliers). You can also choose a sub-set of either.

With respect to Employees you can limit who you will record the qualification to:

  1. All Employees across all locations
  2. Employees in one or more locations
  3. Employees in one or more Departments.

With respect to Service Providers you can limit who you will record the qualification to:

  1. All Service Providers across all locations
  2. Service Providers with access rights to one or more locations
  3. Service Providers in one or more Categories and Groups.
  4. Service Providers with one or more Contact Role Types.

Lesson 4: Audience is all Employees an all locations

In this article explain how to make the Audience for a qualification all employees to all locations.

  1. Employees: Select ‘Yes’
  2. Employee Restrictions: Choose ‘All
  3. Select Save

Lesson 5: Audience is Employees in one or more locations

In this article we show you how to assign a qualification Audience to be limited to employees in specific locations.

  1. Employees: Select ‘Yes’.
  2. Employee Restrictions: Choose ‘Employees at the following locations’.
  3. To define those locations select the ‘Update Selection’ button.



  4. Choose the Location (s) and select the blue Close button.
  5. Select Save

Lesson 6: Audience is employees in specific departments

In this article we show you how to assign a qualification Audience to be limited to employees in specific Departments.

  1. Employees: Select ‘Yes’.
  2. Employee Restrictions: Choose ‘Employees in the following Departments.
  3. To define those departments select the ‘Update Selection’ button.



  4. Choose the department (s) and select the blue Close button.
  5. Select Save

Lesson 7: Audience is all Service Providers at all locations

In this article we show you how to assign a qualification Audience to be all Service Providers with access to All Locations.

  1. Service Providers: Select ‘Yes’.
  2. Service Provider Restrictions: Choose ‘All
  3. Select Save

Lesson 8: Audience is Service Providers with access to specific locations

In this article we show you how to assign a qualification Audience to be all Service Providers with access to specific locations.

  1. Service Providers: Select ‘Yes’.
  2. Service Provider Restrictions: Choose ‘Service Providers with access to the following locations’.
  3. To define those locations select the ‘Update Selection’ button.



  4. Choose the Location (s) and select the blue Close button.
  5. Select Save

Lesson 9: Audience is Service Providers in specific Categories and Groups

In this article we show you how to assign a qualification Audience to be all Service Providers in specific Categories and Groups.

  1. Service Providers: Select ‘Yes’.
  2. Service Provider Restrictions: Choose ‘Service Providers in the following Categories and Groups’.
  3. To define those categories and groups select the ‘Update Selection’ button.



  4. Choose the group (s) within the category and select the blue Close
  5. Then select Save

Lesson 10: Audience is Service Providers with specific Contact Role Types

In this article we show you how to assign a qualification Audience to be all Service Providers in specific Contact Role Types.

  1. Service Providers: Select ‘Yes’.
  2. Service Provider Restrictions: Choose ‘Service Providers in the following Contact Role Types’.
  3. To define those contact role types select the ‘Update Selection’ button.



  4. Choose the contact role type (s) and select the blue Close
  5. Then select Save

Lesson 11: Viewing, Updating, Removing a Qualification

After saving your Audience settings your Qualifications list will be updated.

Finding a Qualification

  1. You can use the filter options at the top of the list to limit your list or find a specific qualification.
  2. Use the column headers to re-order your Qualifications list.
  3. Save a specific order (with or without filters applied) as a Favourites

Updating a Qualification

Edit a Qualification anytime by selecting Edit.

Deleting a Qualification

To Delete a Qualification select Delete.

You cannot delete a qualification that has holders. Holders are people who have the qualification recorded against their profile.

 

In the next Series we look at Adding a Qualification to an Employees Profile

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