Role Qualifications are utilised within Humanforce when an employee should have a particular qualification in order to be assigned to a specific role. Role Qualifications can simply produce a warning to the person creating the roster or can be made mandatory so that the employee cannot be added to a shift or clock in without the proper qualification. Examples of role qualifications include the need for a RSA certificate to work a bartender shift or a RN licence to work as a Registered Nurse.
Access Levels
If your company will be using mandatory qualifications, the permission for Allow mandatory qualification assignment must be ticked for the access level(s) that will be maintaining this.
There is also a permission that controls if any access level(s) can override these requirements when rostering.
Setup Role Qualifications
Go to Admin > Roles. Click the Edit button next to the role you would like to add a qualification to and navigate to the Qualifications tab.
Tick the boxes for any qualifications desired for this role. This step alone will only create a warning when rostering someone without the qualification, but the warning can be ignored.
If you do not wish an employee to be added to a roster without the qualification, you will need to go to then the Mandatory Qualifications tab and tick the box next to the qualifications that are required.
Note: The qualification must first be ticked on the Qualifications tab to be seen
as an option on the Mandatory Qualifications tab.
Setup Roster Alert
In order for an Alert to display in the roster if the employee does not have the proper qualification for a role, you have to setup the Roster Alert.
Go to Admin > Clock In Settings. Click Edit for the Clock In Setting you wish to change.
Click on the Alerts tab. If there is already a qualification alert, confirm its setup and that it is active. If you don't see the alert, click Add new record.
The options when configuring are:
- Active box should be ticked
- Alert Type is Roster
- Name the alert something that will help you identify it easily eg "Qualification Check."
- Set the Warning Type to Employee's Role Qualification.
- The alert contains a default message on the rosters, however a custom message can be used instead by ticking the Use Custom Message box and adding the message.
Click Update once finished.
How will the alert display
Warning only
When you are in the Department Rostering screen, when you add an employee with missing role qualifications, you will get the following message when saving the shift:
However, you can continue to save the shift.
A similar message is seen on the Employee Rostering screen.
Mandatory Role Qualifications
With Mandatory Role Qualifications, employees who do not have the proper qualifications will not show up in the list of available employees.
If the ability to override mandatory qualifications has been turned on for the access level, you will be able to tick the box to Show those with missing mandatory qualifications.
If you then select someone without the qualification, you will get the warning from above as well as the shift will display an icon to indicate the mandatory qualification is missing.
In the Employee Roster, this alert will show both as an icon on the shift:
As well as in the alert list for the full roster:
Clocking
Even if someone has the ability to override mandatory qualifications when rostering, you can prevent an employee from clocking in if they do not have the proper qualifications. This could be used if a qualification has expired and an employee promises to get everything renewed in time to work certain shifts. By preventing them from clocking in, this will ensure they turn in everything needed and the system is updated before they will be able to work.
The access levels will need to have the Override mandatory qualification requirements unticked on either (or both) the Back Office kiosk or Humanforce (TimeTarget Online) kiosk--whichever your company uses.
If the employee then tries to clock in, they will see the following message:
