Skills and Documents
A skill is anything every employee in a Group must complete: a certificate with an expiry date, a policy to read and sign, or an induction. You set each one up in Skill Config, and staff complete it from their Employee Console.
| Required plan | Standard Enterprise |
|---|---|
| Required access | HR - Config, or Settings |
This guide covers how to:
- Add a skill or document.
- Choose who completes it, and how important it is.
- Ask for a document, a response or an expiry date.
- Make a Role require a skill.
- Follow how staff complete a skill.
Add a skill or document
- Navigate to Menu > Settings > Skill Config.
- Click Add Document.
- Choose a Template to start from, or leave it blank.
- Enter the Title, such as "Responsible Service of Alcohol (RSA)", and click Add Document.
- Set the skill up, as below. Each change saves as you make it.
- Set Skill Status to Active, and click Done.
A new skill is a Draft, which staff and managers can't see. Once it's Active, staff in its Group can complete it. Archived skills are kept, but no one can complete them.
| Category | For |
|---|---|
| Policies | Documents staff read and sign, such as a Code of Conduct |
| Certificates | Licences and qualifications, such as an RSA or First Aid Certificate |
| Inductions | Site and safety inductions |
| Offboarding | What staff complete when they leave |
| Contracts | The same contract for everyone in a Group, which each employee signs, such as your casual employment agreement. For a document with each employee's own terms, use a Personal File |
The skill list on Skill Config has a tab for each category. Click Preview to see a skill as staff do, or Notify to see who hasn't completed it in Skill Review.
Who completes a skill
Choose the Group of staff who complete it, or All Staff. For example, an RSA for the staff at a restaurant, and a food handler certificate for the Group of cooks. See Groups.
How important a skill is
Severity decides what happens until the skill is complete:
| Severity | What happens | Example |
|---|---|---|
| Critical Global | The employee can't clock on at all until it's complete | Working With Children Check |
| Critical Shift | The employee can't clock on to a shift at a Location or in a Role that requires it | RSA for bar shifts, a site induction |
| Important | Required for employment, but doesn't stop clocking on | Code of Conduct |
| Optional | Useful to have | A driver licence |
A skill waiting for a manager's approval isn't complete yet, so a critical one still stops the employee clocking on. To approve it straight away, set Auto Approve to Yes.
Ask for a document, a response or an expiry date
| Setting | What it does |
|---|---|
| Docs Required | Yes asks staff to upload a document, such as a photo of their certificate. With No, they read the instructions and sign |
| Response Value | Asks staff to type a response, such as their licence number. Say what to enter in the Instructions to staff |
| Declinable | Yes lets staff decline the skill, for one they don't have or don't need |
| Auto Approve | Yes approves the skill when it's submitted. No sends it to a manager in Skill Review |
| URL and Attachment | A website or a file staff need to complete the skill, such as a form or an online course. Staff must open each one before they can submit |
| Instructions to staff | What staff do to complete the skill, or the policy or contract they sign, shown above their steps. Employee Profile Variables, such as {firstname}, show each employee's own details, and are kept in the copy they sign |
Expiry dates
- Date: staff enter the date on their certificate. Choose an Expiry Limit longer than the certificate lasts, as staff can't enter a date beyond it.
- Auto: the skill expires the Expiry Limit after it's completed, such as an induction every 12 months.
- No: the skill never expires.
Expiry Reminder is how long before the expiry date the skill shows as expiring. It moves back to the employee's Action Required list, and shows as Expiring in Skill Review.
Make a Role require a skill
- Navigate to Menu > Settings > General > Roles, and click the edit button on the Role.
- Under Skills, tick each skill the Role needs, such as the RSA for Bar.
- Click Update.
When you roster the Role, staff without its skills show as Unskilled. A Critical Shift skill also stops them clocking on to its shifts. See Roles.
How staff complete a skill
Staff complete skills from their Employee Console, under Skills & Files. New staff complete them in onboarding.
- Open the skill under Action Required.
- Upload the document, enter the response or the expiry date, if the skill asks for them.
- Click Sign Document, draw a signature and click Save.
- Tick the declaration and click Submit.
The skill shows as Pending until a manager approves it in Skill Review, then Complete. See Skill Review.