Person register: workers, issuers and their documents

The Person register keeps the documents of workers and issuers — medical fitness, training, qualifying exams, with their expiry dates. The competence check works from it: the workers’ documents at issue, the issuer’s appointment, and the occupational-safety qualification of whoever approves a risk assessment.

Before you start

• Permission: managing templates and policy — ptw:manage.
• Where to find it: the Person register tab (Person and competence register), with three sub-tabs: People · Competence types · Import.

The register on its own blocks nothing — the policy decides

What issuing does with the register is decided on the Permit settings → Policy gates tab. In the starting OPEREX recommended profile:

• Competence expiry of the workers — Block (Lenient: Off · Strict: Block);
• Issuer training and written assignment — Block (Lenient: Off · Strict: Block);
• One person on one RUNNING permit at a time — on (Lenient: off · Strict: on);
• The approver must hold an OHS qualification — Off (Block only in the Strict profile).

So on the recommended profile the competence gates already speak: a gap does not stop the issue, but it asks for a justification, and the reason goes into the signature chain. The page measures the documents’ status against today in the site’s calendar (and says so).

Steps

A person opened: their details at the top, with the Linked user field, below them their documents and the form for a new one.

1. Install the document types. On the Competence types sub-tab, Install default types brings the built-in types and tells you how many: “… new competence types installed; … already existed (those were not overwritten).” You add your own type under New type: Type (the label), Key, Validity (in months), Document number required → Add type.

2. Add a person. On the People sub-tab, with the New person button: Name · Company · Identifier · Phone · Date of birth (optional) · Employment ends · Linked user · Own employee → Add person.

3. Link them to their user, if they sign in to the app. If the person is also a user of the application (an issuer, an assessor), choose them in the Linked user field. The issuer and assessor competence gates find their documents through this link.

4. Record the documents. The row’s Documents button opens the person. Under Add document: Type · Document number · Issued · Expires → Add. If you leave the expiry empty, it is computed from the type’s validity period (if an issue date is given). With Attach file you can upload a PDF or an image for the document.

5. Follow the status. The Document status column shows the person’s worst document: Valid · Expiring soon · Expired · No document.

6. For bulk entry, use Import. The Import sub-tab adds people and their documents from an xlsx or csv file. By default it is a dry run: it first shows what it would do, and only writes with the Write as well tick. It lists the columns it did not recognise.

If it worked

The person appears in the list with their document status. On a permit draft the worker’s name field now finds them (“Link to the person register: …”), and “Linked to the person register” stands next to a linked row. In the risk assessment editor the approver sees: “Your occupational-safety qualification is valid.” — if the approver gate is switched on (it is Off in the OPEREX recommended profile).

When a gate finds a gap, the gate’s message and the bar at the top of the permit’s page (where the issuer sees the issue gates in advance) name the document kind by its name — the label set on the Competence types sub-tab, archived kinds included — not its internal key. If a template refers to a kind that has not been set up, it reads: ““…” (competence type not set up)”.

Common problems

What you see	Why	What to do
“Another person record is already linked to this user. One user can be linked to one person.”	The account is already linked to another person (the picker marks it too: “… — already linked to: …”).	Find that person, and change the link there.
“This identifier (or the very same document) is already in the register.”	A duplicate identifier or document.	Find the existing one with the search field.
“Install or add competence types first.”	There is no document type yet.	Step 1.
“Give the date as YYYY-MM-DD.”	An invalid date.	For example 2027-03-31.
Import: “The file has no name column …” or “No competence column was found in the file.”	The file’s structure cannot be recognised.	Long form: one document per row (name · company · identifier · competence · number · issued · expires). Wide form: one person per row, and every further column is a type (with the expiry date in the cell).

Worth knowing

• Two people with the same name at one company is a real case, so by default the import only matches on the identifier. The Also match on name + company against the existing register tick widens this — the dry run lists first whom it would affect.
• The type’s key is its stable identifier (the templates’ required-document lists refer to it); the label can be renamed freely — the gate messages and the bar always show today’s label.
• Company and person card: if you have the ptw:report_people right (and the Analytics module), the person’s name opens the person card: their permits, hours, problems and expiring competences in one place. The card is not a performance review — see the related article.
• Archive, not delete: after Archive the person drops out of the pickers and the gate checks, but the record of earlier permits remains. Once a document is archived, the gate evaluates without it.

Related

Rolling out the risk assessmentWhy the approver gate needs the person ↔ user link.

Policy gatesSwitching on the competence gates.

Work permit templatesThe required-document list: who needs which document.

Request a permitLinking the worker on the draft.

Company and person cardOne person’s or company’s permits, hours and expiring competences in one place.