This help guide will detail how to manage your Qualifications in Tanda, including information about creating a qualification, assigning qualifications to staff and teams, reporting on qualifications, managing your notifications, FAQs, and more.

For specific information on managing Student Visa Qualifications, click the button below.

The Qualifications feature stores and tracks training, qualifications, or certificates in Tanda, such as an RSA Certificate, a Driver's License, or a Student Visa.

You can use it to track employees' qualifications (including maximum hours for Student Visas), block roster publishing if a qualification has expired, make a qualification type mandatory for an entire team, and more.

To create a new qualification, navigate to Workforce > Qualifications and click + New Qualification. Note that creating a qualification is distinct from assigning a qualification to an employee, which we will discuss in the next section.

You will then see the following form:

Naming your qualification is the only mandatory field. The following fields are optional:

To assign a qualification to an employee, navigate to either HR > Qualifications or HR > Train & Qualify if you have Tanda HR enabled in your account:

From here, select + Add Qualification to create a new one or View and Edit to manage an existing qualification.

From here, you can nominate the qualification status (either current or undergoing training), add reference number, expiry date, or effective dates, and upload an attachment, such as an image of the qualification. Aside from qualification status, all of these fields are optional.

The expiry date is exactly what it sounds like—the date on which a qualification expires. By default, you will be notified one month before the expiry date and again on the day.

Effective dates are similar but distinct. Suppose there are specific periods when a qualification should be active (or 'effective') on an employee's profile and other times when it shouldn't be. For example, a visa should be active for students during term time, when there are limits on weekly hours, but not during the holidays, when there are no restrictions on weekly hours. In that case, you should use effective dates.

In this example, you would enter the in-term period as the effective dates, meaning the qualification will not apply outside of these dates. If desired, you can add multiple effective date ranges.

You can also assign qualifications to a team, making them mandatory for anyone working in that team.

Suppose a specific qualification is required to work in a team (e.g. a Bus Driver must have the appropriate license, a Bartender needs an RSA, etc.). In that case, you can configure your account so only employees with that qualification can be assigned to that team.

To assign a required qualification to a team, navigate to Workforce > Teams and click the pen icon to edit that team.

Then, scroll to the bottom of the page, click 'Show advanced options...' and look for the 'Required Qualifications' setting.

Select a qualification from the dropdown menu to set it as required for that team.

By default, employees are always notified about their impending and expired qualifications. Email notifications are triggered by the following events by default:

However, you can also configure which management roles you want to receive notifications.

To customise your qualification notifications, navigate to Settings > Permissions > Manager Permissions > Receive qualification update alerts and select which role types should receive notifications.

Further, managers can also view expired or missing qualifications or qualifications that require approval via the staff list (Workforce > Staff).

You can also schedule custom notifications for your qualifications. To do so, navigate to Notification Preferences > Scheduled Notification Preferences > + Add Scheduled Notification. Look for the 'My Qualification's Expiring' notification type, then define your custom notification frequency.

Finally, you can choose to receive alerts if staff are at risk of exceeding the maximum working hours specified by their qualification. For instance, there are limits to how many hours someone can work per week on a Student Visa. This alert will trigger each time the at-risk staff member clocks out if their past clocked hours plus their future rostered hours equals more than their maximum hours.

To enable this alert, go to Settings > Notifications and Tasks > Key Alerts > Qualification maximum hours risk.

You can customise who receives the alert from the employee, manager, or organisation admins.

To allow staff to add, edit, or update their qualifications, navigate to Settings > All Settings > Permissions > Employee Permissions and tick 'Allow staff to update qualifications.'

Any updates an employee makes will still require manager approval before being reflected in the employee's profile. Managers will be alerted via email when a qualification update is pending approval.

To approve a qualification, navigate to the employee's profile, then select HR > Train & Qualify. Under 'status', you will see 'Needs Approval.' To approve the qualification, click View And Edit.

You will then see this alert:
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To approve the update, simply tick 'approve qualification' and select 'Update User Qualification.'

You can report on your stored qualifications directly via the Employee Qualification Report. You can access this by navigating to Reports > Workforce Reports.

Set your filters and click generate to report on things like qualification status, expiry dates, and more. For example:

To learn more about reports, see our help guide.

Student Visas are one of the primary use cases of our Qualifications feature. This section will provide specific details on configuring and managing Qualifications for student visas.

You can seamlessly manage student visas in Tanda through Qualifications. To do so, navigate to Workforce > Qualifications and either create a new qualification or edit an existing one.

Then, name your qualification 'Student Visa' and set the maximum hours and effective dates (see above for an explanation of effective dates). For specific details on student visa maximum working hours, see this guide. Finally, ensure you have ticked 'Should be blocking' (optional).

Lastly, apply the qualification to eligible student visa employees by navigating to their Staff Profiles > HR > Train and Qualify. Click + Add Qualification, select the Student Visa Qualification from the menu, and ensure it is current. Alternatively, edit an existing Student Visa qualification and ensure it is set to current.

You can enable Key Alerts through your settings to be notified if any of your staff are at risk of exceeding their maximum weekly hours. To do so, click the cog wheel icon in the top right corner of your screen, then select Notifications and Tasks > Qualification maximum hours risk. From there, select who should receive alerts:

Ensure you have downloaded our mobile app to receive alerts.

To prevent publishing a roster if maximum hours have been exceeded, tick 'Should be blocking' when configuring your qualification. You can edit this anytime by navigating to Workforce > Qualifications and clicking the 'pencil icon' to edit a qualification.

You will always see a roster warning if you've rostered an employee for more than their maximum working hours or if the qualification has expired. However, enabling this option means you won't be able to publish the roster if this warning is showing:

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