Adding a Qualification
To add an employee qualification, navigate to the employee's file and select 'Qualifications' from the left menu. You will then be directed to the 'Qualifications' screen, as follows:
You will notice that all the qualifications you have set up in your business (from the payroll settings tab > qualifications) appear in this screen. If they are unticked, this means the employee does not have the qualification.
To activate a qualification for an employee, click on the checkbox to the left of the relevant qualification name. This will open up the settings for that qualification, as follows:
Then complete the following settings:
- Expires: If the qualification has an expiry date, click on the dropdown list and select 'On'. An additional field will appear where you can enter the expiry date. If the qualification does not expire, then leave the value as 'Never'.
- Reference Number: Some qualifications include a certification and/or reference number that should be recorded and so this is the field where you would enter that reference.
- Documents: You can attach any relevant documentation pertaining to the qualification for record-keeping, for eg the certification document or the visa paperwork, etc. You can upload multiple documents for one qualification. To add a qualification, click on the green '+' icon > when the pop-up box appears > click on 'Select File' > select the document from your drive and then click on 'Confirm upload?'. You can only upload one document at a time so if you need to attach multiple documents, repeat the upload process. To delete a document you've added > click on the red bin icon located to the right of the document.
- Then click on 'Save'.
Removing a Qualification
If you need to deactivate/remove a qualification from an employee, simply select the checkbox to the left of the relevant qualification (this will un-check the qualification) and click on 'Save'.
Editing Employee Qualifications in Bulk
If you have a number of qualifications to add to one or more employees or have a significant amount of existing qualifications that need to be updated, you can do this in bulk via our export/import functionality. Refer to the 'Export employee qualifications' and 'Import employee qualifications' section of this article - Creating & Managing Employee Qualifications.
Employee management of employee qualifications
To add details for a new qualification, the employee must first log into their employee self service portal and navigate to the Documents > Qualifications page. For details on how employees can add, edit or delete their own qualifications refer to Creating & Managing Employee Qualifications.
Notifications
On the payroll dashboard, the Action Items section will show you warnings for any qualifications that are expiring within the next 7 days and/or have already expired.
An email notification will also be sent to an employee when any of their qualifications are about to expire (within the next 7 days) and on the day the qualification has expired.
For information on how to create and manage business qualifications and for detail on how employee's can manage their own qualifications, refer to this article - Creating & Managing Employee Qualifications