Qualification register: types, recording, expiries

The Qualifications part of the Training module is one place for the qualifications of your own employees: what they know, what they are authorised for, what expires. An entry cannot be edited or deleted — you revoke a wrong entry and record a new one. The documents of contractor (subcontractor) people do not belong here: they stay in the PTW module.

Before you start

• The Training module must be switched on for the tenant (the service provider does this). If it is off, the page says so.
• Permissions:
  • viewing the register: training:view (by default site manager, production manager, shift leader);
  • recording and revoking a qualification: training:assess;
  • medical fitness and external documents (number, attachment): this also needs training:personal — this is personal data;
  • managing qualification types: training:manage.
  • Apart from viewing, these belong only to the System administrator by default; you can grant them on the Permissions page.
• Employees are on the Employees tab of the Control panel; a qualification can be recorded only for an active employee.
• You cannot record or revoke a qualification for the employee linked to your own account.

Steps

1. Open the Training page and, on the Qualification types tab, create a type (e.g. “Forklift operator”, “Medical fitness”): validity in months, how many days before to warn, a 0–3 level scale, who it is mandatory for (no one / everyone / by site, plant, position or role), and the document attachment policy (not allowed / optional / mandatory).
2. If the Shift planner already has such an exam, link it on the type: an exam recorded in the shift planner also fulfils the qualification, and it appears only once on the expiry list.
3. On the Matrix tab, click an employee’s name to open their qualification sheet. With Record qualification:
   • manual record (training, exam): date, content, the exam and its record, trainer / assessor — the expiry is calculated from the type’s validity;
   • external document (e.g. a licence): date of issue, valid until, document number, issuer, and a photo or PDF according to the type’s policy. On a phone the camera can be chosen; the phone shrinks the image before upload.
4. On the Expiries tab you see what has expired, what is missing (if mandatory) and what expires soon — the same number appears on the home page and in the expiry digest email. Download (xlsx) gives the matrix and the expiries for an audit.

Medical fitness — the outcome only

For a medical type only the outcome (fit / fit with restrictions / unfit) and the validity are stored. No attachment and no free text can be recorded — you cannot enter findings or a diagnosis, because there is no field for it. The examiner (occupational health service or specialist care) and the reason for revoking a medical entry are also picked from a list. Only people with training:personal see the medical column; others see a “—” in the cell (“Not visible (personal data)”).

Revoke, do not delete

A wrong entry is revoked through ⋮ → Revoke, with a reason. The entry stays (struck through), the revocation becomes a new entry, and the previous valid entry takes effect. The top of the sheet shows whether the register is intact (the entries are verified by a hash chain).

If it worked

A matrix cell shows the status by colour and symbol: ✓ valid, • expiring soon, ! expired or missing, ✕ does not qualify (e.g. “unfit”), · none (not mandatory). The expiry day itself is still valid; from the next day it is expired. “Today” is always the day in the site’s time zone.

Common problems

What you see	Why	What to do
“This also needs the »Training: personal data« permission”	You are recording a medical type or an external document.	Ask the System administrator for the permission.
“Attaching the document is mandatory for this type”	The type’s policy requires an attachment.	Attach a photo or a PDF.
“You cannot record your own qualification”	The employee is linked to your account.	Another authorised person records it.
“Not found”	The employee is inactive, or not on your site.	Check on the Employees tab.
Someone is missing from the matrix	Only active employees of the site appear.	Add or reactivate them on the Employees tab.

Related

Employees: one person, one recordThe register of your own employees — the subject of a qualification.