---
title: How to Add Licences and Functions to a Personnel Profile
description: How to Add Licences and Functions to a Personnel Profile
---

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# How to Add Licences and Functions to a Personnel Profile

## Completing an employee’s Qualifications and Experience ensures that shift assignments comply with licensing requirements, enable skill-based rostering, and allow the system to trigger compliance warnings where appropriate. This helps ensure employees are only rostered to shifts for which they are qualified.

1\. From the home screen in Cerely, click on the **Personnel** tab from the Cerely top main menu

![](https://help.cerely.com/hubfs/Knowledge%20Base%20Import/pNjixUOl1qy4ScDzpP0SJK0UvAB997Aabw.png)

2\. Select an employee from the list

![](https://help.cerely.com/hubfs/Knowledge%20Base%20Import/aQtrIgG2CXSeston_htTXi3VUC3kaHhbmg.png)

 

3\. In the left-hand menu, click **Qualifications & Experience**

![](https://help.cerely.com/hubfs/Knowledge%20Base%20Import/7JFoJgbHA2WtZpEL-2l4-pOz_IRhObIVww.png)

4\. Select the **Licences & Functions** tab

![](https://help.cerely.com/hubfs/Knowledge%20Base%20Import/7Syg5SWZtW67P9rwGQbaA3z6Rha4rJonkg.png)

 

**Fields to be completed are as follows:** 

| **Field** | **Description** |
| --- | --- |
| **Current Licence** | Confirm the employee holds a valid licence |
| **State** | Select the state the licence applies to |
| **Licence Type** | Choose the relevant licence type from the dropdown |
| **Licence Number** | Enter the official licence number |
| **Functions on Licence** | List the endorsed functions (e.g. Crowd Controller, Security Officer) |
| **Expiry Date** | Select the licence expiry date |
| **Enforce Expiry** | Select **Yes** to restrict rostering if the licence is expired, or **No** to allow rostering with a **system warning** |
| **Unrestricted** | **QLD only** – Select **Yes** if the employee can work **alone**, or **No** if they must be rostered with someone holding an open licence |
| **Upload Licence File** | Upload a copy of the licence for compliance records |

**Note:** If **Enforce Expiry** is enabled, the employee will not be rostered once the licence has expired. If disabled, a system warning will display, but rostering will still be allowed. 

**Add Certificates, Site Inductions, and Industry Experience**

In the same section, you can continue adding additional credentials that contribute to shift eligibility and compliance:

#### Add the following as needed:

- **Certificates** (e.g., First Aid, Fire Warden, RSA)
- **Site Inductions** (for specific client sites)
- **Industry Experience** or specialised roles

![](https://help.cerely.com/hubfs/Knowledge%20Base%20Import/lh3DlgmA8CA8hpa4fUMJYjjYlrK3UhbHfw.png)

**For each item, complete the following fields:**

| **Field** | **Description** |
| --- | --- |
| **Title / Description** | Enter the certificate, induction, or skill name |
| **Expiry Date** | Select when it expires, if applicable |
| **Enforce Expiry** | Select **Yes** to prevent rostering past expiry, or **No** to allow with warning |
| **Never Expires** | Select this if the credential does not expire (e.g. completed site induction) |
| **Upload Document** | Upload supporting documentation such as certificates or induction records |

> These additional entries help the system to match employees to shifts based on **required skills, compliance**, and **site-specific training**.

Once saved, this data will be referenced during rostering to ensure only qualified and compliant employees are assigned to shifts.

 

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