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Training & Qualifications - How to Set Up

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enableHR’s Training and Qualification tools allows businesses to track, record and report on training, qualifications, skills, competencies, licenses and compliance requirements.

View our Training and Qualifications - Overview for more information. 

There are 6 steps that you can complete to fully set up Training and Qualifications in your account. If you use our importers, it can minimise what you need to complete individually at steps 1, 4 and 5. You may not need to complete each step for your organisation, depending on your size and structure. 

  1. Create the Library of Company Competencies (Required)
  2. Create New Roles to Reflect Job and Function Types (Optional)
  3. Assign Roles to the Relevant Workers (Optional)
  4. Assign Competencies to the Relevant Workers (Required)
  5. Update worker records with status and details of each competency (Required)
  6. Link your Workers Competencies to any Associated Documents (Optional)

Note: Steps 1 and 2 can only be completed by a User with the Access Role of either AccountAdmin or TrainingManagement.

 

Step 1 - Create the Library of Company Competencies  (Required)

A comprehensive library of competencies that are relevant to your organisation needs to be created.

Competencies can be used to track a broad range of function and role requirements such as the need to attend regular training courses or to ensure that the relevant qualifications, licenses and certificates are always up-to-date for example.

Competencies can be created individually in your library, or you can use one of our two importers to create them. 

 - How to Create Individual Competencies to Build your Competency Library in your Settings

 - How to Import a Competency Library into enableHR

 - How to Simultaneously Import Competencies to create your Library, Assign Competencies to Workers and Add Achievement Data

Note: Our second importer that includes the employee details and achievement data, can remove or reduce what you need to do at Step 4 and 5. You can also choose to use this importer at Step 4 or 5, even if you don't use it at this step. 

Step 2 - Create New Roles to Reflect Job and Function Types (Optional)

You can create a selection of roles to reflect your business’ different job types and functions.  Roles are used to group a number of competencies together that are all relevant to a specific role or function.  

For example, if you have a sales team that all require the same competencies, you can create a role called ‘Sales’ and assign the respective competencies to that role.  Relevant competencies for that role type might include a Sales Qualification and Drivers License for example.

 Competency Roles - How to Create in your Settings

Step 3 - Assign Roles to the Relevant Workers (Optional)

If you created Roles in step 2, you will now assign the Roles to the relevant worker records (candidates, employees, contractors and/or volunteers).

- Competency Roles - How to assign to a Worker's Record

Note: If you used the Competency importer that included your worker's achievement data in Step 1, you can apply Competency Roles to your worker's records and it will apply to any competency data that you have already uploaded through the importer. 

If you are doing it individually, you can do Step 3, 4, 5 and 6 at the same time if you want to. 

Step 4 - Assign Competencies to the Relevant Workers  (Required)

Note: If you used the importer and included worker's achievement data in step 1, you can skip this step for anything you included in the importer. Those competencies will have already been applied to your worker's records. 

 

For Competencies that are not included in your Roles, you can assign additional or individual Competencies to your workers. This can be done individually to each worker in turn, or you can use an importer to upload the details for multiple competencies or to multiple worker records at once. 

 - Competencies - How to Assign or Update a Worker's Record Individually

 - Competencies - How to Use an Importer to Assign them to your Workers' Records

 

Note: If you are doing it individually, you can complete the information for Step 4, 5 and 6 at the same time. If you already have associated documents uploaded to the worker's file, or you want to bulk upload documents, don't complete step 6 of uploading documents when you assign the competency. 

Step 5 - Update worker records with status and details of each competency  (Required)

Note: If you used the importer and included worker's achievement data in step 1 or step 4, you can skip this step for anything you included in the importer. Those details will have already been applied to your worker's records. You will still need to complete this step for any competencies you haven't imported data for. 

 

How you complete Step 5 may depend on the data you currently hold about your workers' competencies. This step can be completed individually by yourself, another Manager or by the worker through eSS (if you have launched it to your workers). You can also use one of our importers to complete these details. 

All documentation, data and expiry dates tracked against competencies is stored against the worker’s file. This is the most important step of the set-up process as it ensures compliance and will trigger a range of alerts for any competencies that have expiry dates.

Competencies - How to Assign or Update a Worker's Record Individually

- Competencies - How to Use an Importer to Add Achievement Data to your Workers' Records

- How can workers update competency details via Self Service?

 

Note: If you are doing it individually, you can do Step 5 and 6 at the same time if you want to.

Step 6 - Link your Workers Competencies to any Associated Documents (Optional)

Once you have your Competencies applied to your Workers and added the achievement details (either using an importer or completing them individually), you can complete the final step to attach a supporting document to the worker's competency. There are three ways to do this, depending on whether the document is already loaded to the worker's record. 

- Training and Qualification Documents - How to Upload or Attach them to Competencies

 


The set up process is now complete for Training and Qualifications. Going forward, your Managers can update the training and qualification details at any stage of your worker’s life-cycle.  Your candidates, employees, contractors and volunteers can also update their details via their Self Service accounts.

 

For reporting functionality on training and qualifications, see Training & Qualifications - Available Reports

 

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