Follow this guide to set up event notifications for upcoming qualification expiry dates in Humanforce HR, so you can proactively manage qualification compliance and reduce the risk of non-compliance.
Qualification compliance in Humanforce HR allows you to track whether employees hold the qualifications or certifications required for their role. The Job Requirements overview shows, at an organisational level, which employees are compliant, non-compliant, or approaching expiry. Event notifications help ensure the right people are alerted at the right time to take action.
Part 1: Create a qualification expiry date upcoming notification
Go to Settings > Notifications, or select the Notifications icon in the top-right corner of the platform and select Configure Event Notifications.
Click Create event notification, then enter a clear and descriptive name for the notification.
From the event type list, select Qualification expiry date upcoming, and choose the relevant priority level (Low, Medium, or High).
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Select the notification targets.
These are the people who will receive the notification, such as:
• The employee (qualification owner)
• The employee’s supervisor
• Additional stakeholders (for example, HR or senior managers)If the subject employee is included as a notification target, do not select Don’t send notification to the user who actioned the event. In this scenario, the subject of the event is treated as the acting user.
Under notification delivery, select Send an immediate notification email.
In Notification content, add any relevant fields that should appear in the email, such as Location or Position title.
Click Submit.
Enable the notification when you are ready to start using it.
When enabled, the notification will trigger based on the number of days before expiry defined on the qualification library item.
Part 2: Configure expiry timing on qualification library items
Go to Settings > All Settings > Qualification Library Items.
Edit the relevant qualification library item.
Enter the required values in Days before expiry for each priority level you want to use.
Save your changes.
The notification will now send automatically based on the configured number of days before expiry.
You must create the event notifications before you can configure the Days before expiry values on qualification library items.
Part 3: Set up multiple priority notifications (optional)
You can repeat the steps in Part 1 to create separate notifications for Low, Medium, and High priorities.
For example:
Low priority notifications may be sent only to the qualification owner.
High priority notifications may include the employee, their supervisor, and HR to ensure visibility of potential compliance risks.
This layered approach helps escalate awareness as the expiry date approaches.
Part 4: Example qualification notification flow
The following example shows a recommended notification flow for a qualification such as a Blue Card, using multiple expiry thresholds.
Immediate notification emails
Qualification Expiry Date Upcoming (Low Priority)
Ninety (90) days before expiry, a notification is sent to the qualification owner to advise that the qualification is approaching expiry.Qualification Expiry Date Upcoming (Medium Priority)
Thirty (30) days before expiry, a notification is sent to the qualification owner and their supervisor, highlighting a potential compliance risk.Qualification Expiry Date Upcoming (High Priority)
Ten (10) days before expiry, a notification is sent to the qualification owner, the supervisor, the supervisor’s supervisor (for example, area or location manager), and HR (via a specific email address).
This ensures wider awareness and allows time to resolve the issue or arrange cover if required.
Daily summary email (optional)
In addition to immediate emails, you can send a daily summary notification to supervisors, particularly those managing large teams.
To do this:
Create an event notification using the steps in Part 1.
In the delivery options, select Send daily summary email instead of an immediate notification.
Notification recipients will receive a consolidated daily email showing any qualifications within their team that are nearing expiry. This is recommended for users who are expected to receive many qualification expiry alerts eg. Supervisors, HR or Rostering Administrators
Additional information
Notification timing is controlled entirely by the Days before expiry values set on each qualification library item. Visit the Setting up Qualifications article to learn more.
Use descriptive notification names so administrators can easily identify their purpose later.
Review notification targets regularly to ensure alerts reach the right stakeholders as roles or responsibilities change.
Users without the required permissions may not be able to create or manage event notifications.
Contact your system administrator to confirm access and licensing.