Skills and Certifications Tracking

Learn how to track employee skills and certifications, set proficiency levels, track certification expirations, and ensure shifts are staffed with qualified personnel.

Overview

The Skills and Certifications Tracking feature allows you to monitor employee qualifications, ensure compliance with certification requirements, and match employees to shifts based on required skills. This system helps maintain operational standards while ensuring that each shift is staffed with appropriately qualified team members.

The primary purposes of this feature include:

1. Workforce Qualification Management: Maintain a comprehensive database of your team’s skills, proficiency levels, and certifications to understand your workforce capabilities.

2. Compliance Assurance: Track certification expiration dates to ensure your team maintains required qualifications, avoiding compliance issues and potential penalties.

3. Intelligent Shift Staffing: Automatically match qualified staff to shifts based on skill requirements, ensuring critical skills are always covered.

4. Role-Based Skill Management: Define required skills for different roles, ensuring all team members in specific positions maintain necessary qualifications.

5. Staff Development Planning: Identify skill gaps across your organization to inform training initiatives and professional development programs.

6. Shift Eligibility Control: Prevent unqualified staff from being assigned to shifts requiring specific skills or certifications, reducing operational risks.

7. Certification Renewal Workflow: Proactively manage certification renewals with automated expiration tracking and renewal reminders.

This integrated system connects employee qualifications directly with your scheduling processes, optimizing workforce utilization while maintaining quality and compliance standards.

Setting Up Skills

Creating Skill Categories

First, establish skill categories to organize your skills library:

1. Go to Team Management → Skills → Categories
2. Click Add Category
3. Enter a name and description for the category
4. Click Save

Common categories include Technical Skills, Safety Certifications, Soft Skills, and Management Skills.

Adding Skills to Your Library

After creating categories, add specific skills:

1. Go to Team Management → Skills → Skill Library
2. Click Add Skill
3. Enter the following details:
   • Name: Clear descriptor of the skill
   • Category: Select from your categories
   • Description: Explanation of what the skill entails
   • Certification Required: Toggle if formal certification is needed
   • Expiration Period: Set how long certifications are valid (if applicable)
   • Critical: Mark if this skill is critical for certain operations
4. Click Save

Managing Employee Skills

Assigning Skills to Employees

To record an employee’s skills:

1. Navigate to the employee’s profile
2. Click the Skills tab
3. Click Add Skill
4. Select the skill from your library
5. Set the employee’s Proficiency Level (1-5, from Basic to Expert)
6. If the skill requires certification:
   • Enter the Certification Date
   • Upload certification documentation (if available)
   • Note the Expiration Date (calculated automatically or entered manually)
7. Add any relevant notes about their experience
8. Click Save

Batch Skill Assignment

To assign skills to multiple employees at once:

1. Go to Team Management → Skills → Batch Assignment
2. Select the skills you want to assign
3. Choose the employees to receive these skills
4. Set default proficiency level (can be adjusted individually later)
5. Click Assign Skills

Skills and Shift Requirements

Setting Role-Based Skill Requirements

Define which skills are required for specific roles:

1. Go to Team Management → Roles
2. Select a role to edit
3. Click the Required Skills tab
4. Click Add Skill Requirement
5. Select the skill and set minimum proficiency level
6. Mark as Critical if the skill is essential
7. Click Save

Creating Skill Requirements for Shifts

When creating shifts that require specific skills:

1. Create or edit a shift
2. In the shift details, click the Skill Requirements tab
3. Click Add Skill Requirement
4. Select the required skill
5. Set the minimum proficiency level needed
6. Specify how many employees with this skill are required
7. Click Save

The system will then recommend employees who meet these skill requirements during assignment.

Monitoring Certifications

Tracking Expiring Certifications

Stay ahead of certification renewals:

1. Go to Team Management → Skills → Certification Tracking
2. View a list of upcoming expirations sorted by date
3. Filter by certification type, employee, or date range
4. Set up automatic reminders for expiring certifications
5. Click on any entry to see details and renewal options

Certification Reports

Create reports to monitor certification status:

1. Go to Reports → Certification Status
2. Configure the report parameters:
   • Certification types to include
   • Date range for expirations
   • Group by employee, certification type, or department
3. Generate the report and export if needed

Analyzing Skill Coverage

Skill Gap Analysis

Identify areas where additional training may be needed:

1. Go to Team Management → Skills → Gap Analysis
2. Select a department or team to analyze
3. Review the distribution of skills and proficiency levels
4. Identify skills with low coverage or proficiency
5. Export the analysis for planning training initiatives

Skill Utilization

Track how effectively you’re utilizing employee skills:

1. Go to Reports → Skill Utilization
2. Select the skills and time period to analyze
3. View how often employees with specific skills are assigned to shifts requiring those skills
4. Identify opportunities to better match skills to operational needs

Best Practices

For optimal skills and certification management:

1. Standardize skill definitions across your organization
2. Update proficiency levels during performance reviews
3. Schedule recertification well before expiration dates
4. Create skill development plans to address skill gaps
5. Review skill requirements periodically to ensure they match operational needs
6. Document certification verification to maintain compliance records

Related Resources

• Shift Requirements
• Creating Schedules
• Custom Reports
• Performance Reviews

This article should be updated when:

1. The skills interface or management workflow changes
2. New certification tracking features are added
3. Proficiency level definitions or scales are modified
4. Skill requirement functionality for shifts is updated
5. New reporting or analysis tools for skills are introduced