Qualification Compliance on intelliHR allows your business to track the compliance of your people against the qualifications/certification they are required to hold. The Qualifications Compliance overview on the left-hand menu allows those with the relevant permissions access to view at an organisational level those employees that are compliant, those that are not compliant, and those whose compliance is expiring soon.
The upgrade to qualifications will, in addition to the current functionality, allow admins to create several notifications based on the priority level/proximity to expiry, to the employee, manager, HR and any other groups that need to be informed about upcoming expiries.
This article covers:
- How do Qualification Expiry Notifications work now?
- What is Changing?
- What do I need to do?
- What will happen if I do nothing?
How do Qualification Expiry Notifications work now?
Currently (May 2023), all qualification library items created include a setting for Expiry Visibility. This field includes three options:
- No Expiry Date - e.g. a tertiary education qualification
- Expiry Date is Optional - i.e. the qualification may have an expiry date but in this instance, for the qualification owner, this does not affect the user's compliance.
- Expiry Date is Required - i.e. the qualification has an expiry date and the end user requires that this date has not passed in order to remain compliant.
By selecting Expiry Date is optional or Expiry Date is required the creator of the qualification library item is asked to select the number of days before expiry that the qualification will appear as Expiring Soon and if on that day an email should be sent to the owner of the qualification advising them to renew their expiring qualification.
With the setup above it is only possible to send one warning email about an expiring qualification, and it is only possible to send that warning email to the qualification owner, meaning if the qualification owner chooses to ignore the warning email or simply forgets to update their qualification they may become non-compliant.
What is Changing?
On May 29th, 2023 qualification library items will display three days to expiry options instead of one when an expiry date is marked as either optional or required. The options are for low, medium and high priority.
It is not mandatory to enter a number in each of the risk levels; however, by entering these separate risk levels global notifications can then be configured to send to multiple people at each one of these checkpoints, providing greater flexibility regarding who is notified and how many notifications are received.
What do I need to do?
There are two tasks that will enable you to take full advantage of the qualifications upgrade described above. These are:
1. Go to Event Notifications >> Configure Event Notifications >> Set up the notifications you wish to have for low, medium, and high-priority expiries.
For specific examples of how to set up event notifications for qualification expiries see the article below:
2. Go to Settings >> Qualification Library Items >> Review the qualifications and add high and low-risk expiry days if you want to have more than one notification event tied to the expiry of this qualification.
What will happen if I do nothing?
If no action is taken the qualification expiry notifications currently sent to the qualification owner will continue to send.
When the first Event Notification for Qualification Expiries Upcoming is configured and made live on your intelliHR platform this will automatically move you over to the new qualification notification method.
However, this old method of qualification expiry notifications will be deprecated in the future, and you will not currently be able to take advantage of the increased flexibility of qualification notifications.