This help guide will detail Tanda’s automated qualification validation process, covering how to access and approve qualifications and why certain qualifications get flagged for approval.
What Does This Help Guide Cover?
Overview of Automatic Qualification Validations
For greater accuracy and peace of mind, we recently added an extra step to the verification process for unapproved qualifications. Now, when a manager goes to approve a qualification (via an employee’s profile > HR > Train and Qualify), they will be shown a notification warning them if the attachment on that qualification seems 'incorrect.' We will discuss what qualifies as ‘incorrect’ in the following section. For example:
To manage this setting, navigate to Workforce > Qualifications and click on one of your qualification types. Then, look for the following checkbox:
If no issues are detected with the qualification, but you have still marked that qualification type as ‘requiring approval’, you will instead see the standard approval notification:
Ensure you click UPDATE USER QUALIFICATION to save your changes.
What Gets a Qualification Flagged for Approval?
This feature employs AI via Anthropic to search for four main things when flagging a qualification as ‘incorrect’/requiring approval. These are:
The document doesn't match the qualification name. For example, the qualification is called "Level 2 Training", but the attachment says "Level 1 Training."
The uploaded image doesn't match the expected document type. For example, a PDF may have been expected, and instead, a JPG was uploaded.
The name on the document doesn't match the user's name. This can include anything from flagging minor typos to identifying that the document actually belongs to someone else.
The document has expired.
Some real-world examples of qualifications that have been flagged for approval using this process include:
A notes app screenshot saying ‘I don’t currently have an RSA but am willing to get one’ instead of an actual RSA certificate.
Several documents that show level two certificates, when a level one certificate was expected, and vice versa.
Several instances of the incorrect documents being uploaded, such as a passport being uploaded instead of a parental consent form.
A receipt for a police check request, rather than the actual request.
Several instances of documents that are too blurry to read.
Several instances of names being misspelled, including typos, missing surnames, and all caps.
Several instances of expired/out-of-date qualifications.
Reporting on Approved Qualifications
To easily access a list of qualifications that are pending approval and generally report on your qualifications, use the Employee Qualification Report. To access this, navigate to Reports > Employee Reports > Employee Qualification Report.
Running this report with the appropriate columns selected (specifically, 'issues with attachment' and 'approved?') will show the qualification’s status, any issues with the attachment, and whether it has been approved. For example:
To learn more, see our Managing Qualifications help guide.