How do I set basic and refresher qualifications?

Modified on Tue, 12 Sep 2023 at 02:31 PM

1. Setting up qualifications

In the LMS you have the possibility to create new qualifications. To do this, navigate to the heading ' Qualification Management' in the LMS menu and then click on the blue 'Add a qualification' button in the top right-hand corner. If it is not visible yet, please send an email to Customer Service. 

You can now start configuring the qualification in the 'Information' tab:

'Qualification details' area

The name of the qualification is a mandatory field, all other information is optional. For example, you can enter a qualification code if this is useful for reporting purposes. You can also store a short description that will be shown to learners in the preview. 

Validity settings area

Now decide whether the qualification achieved is valid for a limited or unlimited period. If the validity is limited, you can determine the duration. This can be specified in days, weeks and months. It is also possible to set a refresher. 

Limited Validity
For certain courses (e.g. First Aid) it is common to have to satisfy basic requirements (e.g. a First Aid basic course + your manager’s approval). To requalify after 1 year, you have to satisfy other requirements (e.g. a First Aid refresher course + a colleagues approval). The basic and refresher requirements can be easily specified in the qualification settings. You can also specify a separate validity term.

At risk period
Under 'Risk' you can specify when the expiry of the qualification is a risk. Reminders are sent to the employee and the manager at this time. Under 'Reminders' you can add further times for sending reminders. You can set these settings separately for both the basic requirements and the repeat requirements.


'Basic requirements' / 'Repeat requirements' area
You then determine what training, actions or documents are required to demonstrate an employee's qualification. You can specify that multiple requirements must be met for an employee to meet the qualification requirements (e.g. completion of a course/learning path/etc AND manual approval by the manager). You can also set different requirement options. In this case, employees can achieve the qualification by meeting either the Option A requirements OR the Option B requirements. 

You can also make the same settings for the repeat requirements.

Manual Approval Request
When you opt for 'Manual approval', you determine who may approve the qualification: the team managers, manager with ‘All users’ permissions or a specific manager. It is also possible to set it up in such way that the user him- or herself can give approval, or that one or more colleagues can do so. The various options are set out below.

Request 'The user completes a learning content'
If you want to set the requirement that the user has to complete a learning item to qualify, you can specify this in the next block. All learning formats are available.

Request 'A certificate is uploaded
It is also possible to set 'adding a certificate' as a requirement. Determine whether it is necessary and who may do this. The user’s team manager(s), managers with 'All users' permissions, the user him- or herself or select a manager.

2. Create roles and associate them with qualifications
Now that the qualification is created, you can link it to 'Roles'. To do this, navigate again in the LMS menu to the heading 'Qualification Management' and then switch to the 'Roles' tab. 

Create new role
You can create a new role via the blue button 'Add role’. 

The name of the new role is a mandatory field, all other information is optional. For example, you can enter a role code or store a short description that will be displayed to learners in the preview. 

Associate qualifications with a role
You can also link the qualification to an already existing role. Add the necessary information and select the qualification(s) which apply to this role.

From all the qualifications you have already created, select the ones you want to link to the role and decide whether the selected qualifications are mandatory

You can also link the qualification to an existing role. Fill in the required information and select the applicable qualification(s) for this role.

3. Assignment of qualifications / roles 

The last step in this process is assigning the qualification (role) to a user, this is possible in various ways. 

Option A - Manual assignment

In the user overview of the LMS, you can use the filter functions to pick out individual employees or large groups of employees and assign them a qualification or role. In this FAQ article you will learn how to do this.

Option B - Automatic assignment

Finally, it is also possible to assign qualifications via an automatic trigger. In this FAQ article you will learn how to do this. 

Staff members can see the assigned qualifications or roles in their personal dashboard in the 'Qualifications' tab:

LMS Managers or Team Managers can see the qualifications/roles of an employee and the respective status in the user information in the 'Qualifications' tab:

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