^
Login

Reviewing and Managing Submitted Skills


Use the Skill Review page to approve, decline, and monitor employee skill submissions from one place.


Overview of Skill Review

The Skill Review workflow helps managers monitor submissions, follow up missing or expiring skills, and action approvals from one page.

  • Review submitted files and response values
  • Filter and find skills that need action
  • Approve, decline, comment, and follow up quickly



Navigate to Skills Review

  1. Navigate to Menu > HR > Skill Review



Overview of the Skills Review Page

The Skills Review page displays all skill submissions from employees in your organisation. The interface consists of:

  • Header: Export CSV and Submit on Behalf buttons
  • Pending Approval Header: Shows the count of skills "Pending Approval" that require manager/admin review.
  • Filter Bar: Refine the list of submissions you want to view
  • Submission List: See all skill submissions matching your filters in a scrollable table

  • Skill Submission Action Page: Full-screen detailed view for reviewing and actioning individual submissions

    ![][image1]


At the top of the page, you'll find two key action buttons:

Export Submitted Skills

Download a CSV file of submitted skills based on your current filters.

  1. (Optional) Configure your filters to your selected skills
  2. Click the Export button


Submit a Skill on Behalf of an Employee

Create and submit a skill for an employee (useful when assisting employees or during bulk onboarding).

  1. Click the Submit on Behalf button
  2. Select the Employee you wish to create a submission for
  3. Select the active skill template you would like to create a submission for
  4. Click Submit and follow the prompts.

![][image2]

Note: If you have no skill templates available, you can create them in Settings > Skill Config. Ensure the skill status is set to 'Active' for it to appear in this list.


Filtering Skills Panel

Use the filter bar to narrow down the submissions you want to review:

Location: Filter by specific location or select "All Locations" to view all managed sites

Status: Filter by submission status:

  • Draft - Employee has started but not submitted
  • Pending Approval (default) - Awaiting manager review
  • More Information Required - Manager declined a previous submission and is awaiting resubmission by the employee
  • Approved - Manager has approved the skill
  • Expiring - Approved skills approaching expiry date (within the reminder period)
  • Skill Missing - Employees who haven't submitted a required skill
  • All Statuses - View everything (requires full skill access)

Most Recent Only (checkbox, checked by default): Shows only the latest submission for each employee/skill combination. Keep this checked to hide older, superseded submissions and focus on current submissions.

![][image3]


Employee Selection Dropdown

Search and select a specific employee to view only their submissions


Skills Selection Dropdown

Filter by a specific skill template or select "All Skills"

Tip: Click the Reset button inside the filter dropdown to reset all filters back to the default state; pending approval state.



Viewing the Submission List

The skill submission table shows each employee's skill status and allows you to open submissions for review:

  • Status: Color-coded badge showing current status (hoverable for more information)
  • Skill: Name of the skill template
  • Employee: Name and profile picture of the employee the skill is submitted for.
  • Action: "View" button to open the detailed review action page


Understanding Skill Statuses

Each submission displays a color-coded status badge. Hover over any badge to see a detailed explanation of what that status means:

  • Draft (Grey): The employee has started but not yet submitted the skill
  • Pending (Blue): Submitted and awaiting manager review - action required
  • Declined: Manager has declined a previous submission; resubmission is required from the employee
  • Approved (Green): Manager has approved the skill submission
  • Expiring (Yellow): An approved skill approaching its expiry date
  • Expired (Red): A skill that has passed its expiry date and needs renewal



Reviewing and Actioning a Skill Submission

Click the View button on any submission to open the full-screen review page.

![][image6]

Submission Review Page Layout

The review page is divided into three main sections:

Left Sidebar: Documents

  • Employee Documents: Files the employee uploaded during submission
  • Employer Resources: Instructions and any uploaded resources from the Skill Configuration Template

Center Panel: Document Viewer

  • Displays the selected document or instructions
  • PDFs and images display directly in the viewer
  • For images larger than the screen, click View Original to see full size
  • Non-viewable file types (DOCX, XLSX) show a download prompt

![][image7]

Example: Viewing an employee Food Safety Certificate

Right Sidebar: Information & Actions

Contains:

  • Skill Information: Status, employee details, expiry date, response value
  • Skill Notes: View existing notes or click Add Note to add comments
  • Signature: Employee's digital signature with date signed
  • Action Buttons: Edit, Decline, and Approve And Next

Note: Some Information might not be visible as information was not provided or is not required as per the skill configuration template. E.g. Response ID

Action Buttons

  • Download (Top Right): Export the original immutable skill template as an HTML file
  • Edit: Modify the skill submission details (expiry date, response value, etc.)
  • Decline: Rejects the submission and request more information from the employee (automated email prompt for resubmission)
  • Approve And Next: Approve the submission and automatically load the next pending skill that was on the list

![][image8]

---

Common Workflow Actions

Approving a Skill

  1. Click View on the submission
  2. Review the employee documents in the left sidebar
  3. Verify expiry date and response value (if applicable)
  4. Check the employee's signature
  5. Click Approve And Next

Declining a Skill

  1. Review the submission and identify issues
  2. Click Add Note in the Skill Notes box
  3. Explain clearly what needs correction
  4. Click Add Comment to save
  5. Click Decline

Adding Notes

To add a note:

  1. Click Add Note
  2. Type your comment
  3. Click Add Comment

---


---

Finding Employees Missing Skills

To identify which employees haven't completed a required skill:

  1. In the filter dropdown, set Status to "Skill Missing"
  2. In the Skills dropdown, select the specific skill you want to check

![][image4]

The list displays:

  • A summary box at the top showing: "Staff Skill Completion: X / Y"
  • The skill name and number of employees missing it
  • A list of all employees who need to complete this skill
  • A Send Email Notification button to remind all listed employees

![][image5]

Sending Notifications for Missing Skills

Click the "Send Email Notification" button to send an email to all staff who have yet to submit the selected skill.

Tip: To send notifications to only specific employees, filter the list further using the Employee filter or Location dropdown to target only employees at that location.

Important: A skill submission is only considered completed once it has been approved by a manager.

Example of email sent to Employee:

Pending Skill to complete

Hi Adam,

You have a pending Skill to complete: Drivers License First Class

Please login to Microkeeper to complete this Skill

---

Tips for Efficient Review

  • Use "Approve And Next" to process multiple submissions quickly
  • Keep "Most Recent Only" checked to focus on current submissions
  • Add notes liberally to document feedback
  • Monitor the "Pending Approval" count at the top to track progress
  • Export regularly for compliance reporting
  • Check "Expiring" status weekly to proactively remind employees
  • Use "Skill Missing" monthly to ensure all required staff have completed critical skills

---

Troubleshooting

"No Skill Submissions Found"

  • Click Reset in the filter dropdown to clear all filters
  • Verify employees have submitted skills
  • Check your location/group access permissions

Can't See a Specific Employee's Submission

  • Verify you manage the location/group the employee belongs to

  • Check the employee is marked as active

  • Verify the skill template has the correct group assigned

Files Won't Display

  • PDF and images display directly; DOCX/XLSX require download
  • Check browser popup blocker settings (make sure they are set to allowed)

Modal Won't Open

  • Refresh the page and try again
  • Clear browser cache
M2