The Qualifications feature is used to store and track training, qualifications, or certificates.
This help guide covers:
How to create a qualification
To create a qualification, navigate to Workforce > Qualifications and click + New Qualification. You only need to give the qualification a name - the other fields are optional, and the purpose of each is explained below.
Qualification optional fields:
Maximum hours per week is used to warn managers on the roster and during shifts when employees are over their qualification-restricted hours. This is used primarily to monitor maximum visa working hours.
Customise expiry notification frequency allows managers to set multiple customised notification frequencies per qualification to provide ample warning regarding the expiry.
Should be blocking means that if the Qualification is expired, pending approval, or maximum hours are breached on a roster, publishing will be blocked and shifts will be un-claimable, etc.
Automatically add and remove Staff with this qualification to Teams that require it makes an employee holding this qualification a member of any team that has this qualification as required and removes them when the qualification is removed
*When "should be blocking" is enabled on a qualification that is assigned to one or more teams, the blocking validation on rosters will only apply to staff whose shifts are rostered in teams with the assigned qualification.
To assign a specific qualification to block only certain teams - head to Workforce > Teams and then click on the team to which you would like to assign the qualification. When you expand the advanced options on the edit team page and scroll down, you will find the Required Qualifications section.
Effective dates
When ‘Should be blocking’ is selected, an additional option of ‘Should block publishing outside of effective dates ranges’ appears. If checked, this option will block roster publishing, shift claiming, etc., when the shift is outside the qualification's effective dates.
See below for an example of the effective dates on an employee's qualification. If this employee was rostered to work hours more than the qualification set out hours in August and the Should block publishing outside of effective dates ranges is enabled, the roster will show an error and block the employee's shifts from being published.
Note: if you don't see the Qualification option in your Workforce menu, please make sure the qualifications feature is turned on. Admins can turn on the qualification feature by navigating to Settings > Feature Management > Qualifications.
Assigning Qualifications to Staff
To assign a qualification to an employee, navigate to the qualifications tab on their employee profile and set the qualification status to current.
Navigate to HR > Qualifications or HR > Train & Qualify if you have Tanda HR enabled in your account:
Optionally, you can then include a reference number if the qualification has a unique identifier, an expiry date or date range, or upload a copy:
Assigning Qualifications to Teams
If a specific qualification is required to work in a team, you can set it up so that only employees with that qualification can be assigned to that team.
To assign a required qualification to a team, go to the team's settings under Workforce > Teams and open the settings of your desired team:
Then, to assign a qualification to the team, scroll down and open the team's advanced settings by clicking the blue "Show Advanced Options..." text.
You can then assign a qualification to that team under the "Required Qualifications" settings:
Expiry dates
The expiration date is the date when the employee's qualification is no longer in effect. Suppose there are specific periods when the qualification should be active on the employee's profile, such as during term time for students and not during holiday periods. In that case, you should use effective dates.
In-term periods (the qualification is active) are entered as the effective dates, and the qualification will not apply in time between these dates.
Qualification expiry notifications
Employees are always notified of impending and expired qualifications, but you can select which management roles you'd like to be notified.
To customise manager notifications, navigate to Settings > Permissions > Manager Permissions > Receive qualification expiry and update alerts.
Expired qualifications will always be flagged to managers on the dashboard and the staff list.
Dashboard:
Staff list:
Notifications by email are triggered by the below events:
1 month prior to a qualification expiring, a warning email is sent (default)
On the expiry date itself (default)
On the months/week as set when customising notification frequency
Whenever an employee updates their own qualification details
Allow staff to update or add their own qualifications
To allow staff to edit or update their qualifications, navigate to Settings > All Settings > Permissions > Employee Permissions and tick the Allow staff to update qualifications option:
All updates made by an employee require manager approval before updating in their profile. Managers will be alerted via email when a qualification is pending approval.
Learn more about this Employee Self Service, including how to update or add a qualification through the app, in this help guide.
Setting up maximum working hours alerts
An alert will be sent through your mobile app if staff are at risk of exceeding the maximum hours of work. This will happen on each staff clock out. If their past clocked hours plus their future rostered hours are more than the maximum hours, you will receive an alert.
To enable this, go to Settings > Notifications and tasks > Key Alerts > Qualification maximum hours risk.
How this feature works:
When an employee clocks out, Tanda/Workforce takes all timesheet hours in the past and adds them to all rostered hours in the future. If this adds up to more than the maximum hours for that qualification, the manager will receive a push notification.
You can also customise the alert receiver. This notification will be received through the mobile app, so make sure you have our Tanda/Workforce Mobile app installed.
Reporting on qualifications
To download a report of an employee's current qualifications, navigate to Workforce > Staff > Tools > Export > Employee data (CSV).
The file will contain a list of all qualifications that are 'Current', along with their expiry dates and future Effective Dates. To make it easier to read, you can use Excel's 'Text to Columns' functionality to split the data up. Select a comma as the first delimiter and a semicolon as the second delimiter. Search 'How to split text to columns in Excel' to find a tutorial.
Enter the details, and click Update Employee Details to save your changes.
Staff notifications
Employees will receive an email containing all qualifications that expire in exactly one month, and again, if the qualification expires before it is updated. These emails are sent out at 8 am according to the organisation’s Timezone:
Self-managed Student Visas
The combination of features and alerts work together to track maximum working hours:
Managers are alerted if employees are at risk of exceeding their maximum hours
Prevent roster publishing if above maximum hours or visa expired
Set restrictions to apply only during term times
Allow employees to update their qualifications, with manager approval and audit trail
Set which permission levels receive notifications for qualification updates and upcoming expiry dates
Set which permission levels can edit and approve all qualifications
Report on student visas
Set up student visa Qualification
You can seamlessly manage student visas in Tanda/Workforce through Qualifications. Setting this up is just the same as how you configure qualifications.
Use the above qualification guide to enable the qualifications feature. Then, create a new qualification called 'Student Visa' and set the maximum hours. Tick 'Should be blocking' (optional). Lastly, apply the qualification to your student visa employees on their profiles by ticking 'Current'.
Key Alert for maximum hours
If you want to be notified if your staff is at overtime risk, you can enable the Key Alerts through your settings. Click the cog wheel icon at the top right corner > Notifications and tasks > Qualification maximum hours risk. Then, select the people who should receive the alerts:
Ensure you have downloaded our mobile app so you will receive the alerts.
Prevent publishing roster if hours exceeded
To do this, go to Workforce > Qualifications > click the ‘pencil icon’ to edit the qualification > tick the box that says ‘Prohibit roster publishing’:
You will always see a roster warning if you’ve rostered them for more than the maximum working hours or if the qualification is expired, but enabling this option means you won't be able to publish the roster if this warning is showing:
If you are using Employee Self-Service, unapproved changes to the qualification will also prohibit roster publishing.
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