How to Add Employee Qualifications and Experience to the System

Modified on Thu, 4 Dec at 7:56 PM

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. Navigate to the Personnel tab from the main menu

2. Select the employee from the list

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

4. Navigate to the Licences & Functions section

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

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.