The Skills Matrix is designed to collect documentation from your employees, from 'Working With Children Check' to 'Drivers License' to any documentation required for employment.
1 | 2 | 3 | 4 |
Create a skill | Skill submission | Skill review | File Manager |
Skill Config | Employee Console | Skill Management | File Manager |
The data flows through the model from left to right.
1 - Create a Skill
The first step is to create a skill that your staff will submit
2 - Skill Submission
Employees will follow your created instructions to submit their skills
3 - Review Skills
Approve, or Decline skills. You can also comment on them and review the files.
4 - File Management
This includes downloading and viewing all the submitted documentation.
If you require your employees to submit qualifications/documents such as a Working With Children's Check or a White Card,
you can have an archive of all their submissions attached to their Employee username.
The Skills Matrix module must first be enabled in the Global Settings.
Navigate to Menu > Settings > General > Global > System Settings, Skills Matrix
To turn the skills matrix on navigate to Menu > Settings > General > Global
Then under System Settings select Skills Matrix, scroll down to the end of the page and click Update.
Now you're ready to configure your first skill.
Navigate to Menu > Settings > Skill Config
After navigating to the 'Skill Configuration' page. Create a new skill by selecting 'Add new skill'
Select from common Templates.
Or
Create a new skill using appropriate name (eg. Forklift Licence).
To add the new skill click Add skill.
On the left, you will see all the configuration settings for the skill.
This area allows you to outline the instructions you wish to provide your staff with, on how to complete the chosen skill.
Along the top of this page are all of the word processing options, e.g. headings, bold, italic, alignment etc.
Hovering your mouse over the icons on the menu bar at the top of the editing window will cause more information about that option to appear.
An Example:
To insert an image click the icon of the mountains on the menu bar. This will open the image insertion box.
Then drag and drop the image into the box, or click to upload from a specific location on your computer
Alternatively, you can click the chain icon to link a picture from an URL.
To insert a link you can click the small chain icon and enter the URL of the link you wish to add, as well as what text you want the link to say.
You can also set the link to open in a new tab in their browser when the employee clicks on it.
Employee Profile Variables can be used as a dynamic placeholder for employee details. These placeholders will populate with values specific to the employee who is viewing the Skill.
To insert an Employee Profile Variable, click the Hashtag (#) icon located on the toolbar. A list of the available Employee Profile Variables will display, simply click one of the variables to insert the placeholder into your Instructions to Staff.
When you have completed drafting the instructions, save your work by clicking the floppy disk icon on the far right of the menu bar.
Navigate to Menu > HR > Skill Review
On this page, a submitted skill can be commented on, edited, declined or approved. To view, the attached files click the eye icon (see red arrow) and it will open the file in a new tab for you.
A skill can be submitted on the behalf of an employee as well, simply click Select a Skill, and the employee then click the On behalf button on the left of the screen
A notification email can be sent to staff who have not yet completed a skill.
Navigate to Menu > HR > Skill Review
On the filter bar, set the Status to "Skill Missing" and under Skills, select the skill you wish to notify staff to complete
A list of all the employees who have yet to complete the selected skill will be displayed.
Click the "Send Email Notification" button to send an email to all the staff who have yet to submit the selected skill.
An email message like this will be sent to the employee:
Pending Skill to complete
Hi Aaron,
You have a pending Skill to complete:COVID-19 Self Check-up
Please login to Microkeeper to complete this Skill
Navigate to Menu > Settings > File Manager
The File Manager allows for searching, deleting and monitoring of all the files that are within the business Microkeeper account.
To delete a file click Delete Files button on the left of the screen, then click the trash can icon that appears next to the file you want to remove.
Navigate to Menu > Home > Employee Console
Once a skill is made active, employees will be able to complete your instructions and submit required documents for approval from their Employee Console under Skills and Files.
The configuration of the skill will affect the tasks the employee will need to complete to finalize the skill.
Your employer requires you to upload documents to this Skill.
Under “Upload File”, name your file and then click the blue “Browse” button and select a file from your device to upload.
Your employer requires you to enter an Expiry Date related to the Skill.
Under “Expiry Date”, click the input box to select a date or type one in the format of DD/MM/YYYY
Your employee requires you to enter a text value related to the Skill.
Under “Response Value”, enter text into the text box below.
After you have completed all the necessary tasks, you can sign and submit the document.
Click the blue “Sign Document” button.
Draw a signature into the box and click the blue “Save” button to confirm your signature. You can click the grey “clear” button to redo your signature.
Once you have signed your skill, tick the declaration box and click the blue “Submit Skill” box.