The Data Import/Export Tool allows you to quickly and easily upload bulk data to your intelliHR platform. Create Job Requirements and Create Qualification Instances allows you to add multiple job requirements for multiple people at once, and subsequently add the qualification instances held by employees.
This article covers:
- What is the difference between Job Requirements and Qualifications Instances?
- What is included in the Job Requirements import?
- What is included in the Qualification Instances import?
- How to Use the Create Job Requirements and Qualification Instances in the Data Import / Export Tool
What is the difference between Job Requirements and Qualification Instances?
Job Requirements on intelliHR refer to the mandatory requirements recorded against an employee profile on their Qualifications tab. These are requirements that are required for a business to be compliant, and for an employee to hold in order to carry out their role, such as a working with children check for roles such as teaching or a forklift license for an employee employed to carry out such duties.
At an individual level Mandatory Job Requirements can be set on the employee's Qualifications tab.
At an organisation level those qualifications marked as Mandatory job Requirements are what will appear in the Organisation >> Job Requirements area of the platform to assist administrators to ensure compliance across the organisation.
Qualification Instances on intelliHR refer to the qualifications actually held by the employee; for example the details of a working with children check or evidence of a forklift license.
In most cases, these qualification instances will be added to provide evidence that the mandatory job requirements are met; however, additional qualifications instances can also be added such as evidence of tertiary education or a First Aid Certificate for an employee that does not specifically require that qualification to do their role but wishes to maintain a record of it on the platform.
When importing qualification onto the platform the most common use case is that a business will use the Create Job Requirements import to upload all of the mandatory requirements against individuals and then subsequently use the Create Qualification Instances import to upload what is currently held by the employee. Through the completion of these two steps organisations can very quickly begin to visualize the job requirement compliance of their organisation and identify where the gaps are.
What is included in the Job Requirements Import?
To use the Data Import / Export Tool for Creating Job Requirements, you will need to provide all required fields for creating a Job Requirement record:
- person_lookup (Required)
- job_lookup (this can be found in an export of your job data) - this can be ommitted if the employee does not hold concurrent jobs
- qualification_library_item (name of the qualification) - this must already exist on intelliHR
- job_requirement_group
- start_date
- end_date
- notify_employee
The Help Guide within the Data Import/Export tool gives further details on the format required for each field above.
What is included in the Qualifications Instances Import?
To use the Data Import / Export Tool for Creating Qualification Instances, you will need to provide all required fields for creating a Qualification Instance record:
- person_lookup
- library_item
- issuing_organisaton
- issue_date
You can also include any of the following optional fields for the training record:
- status
- registration_number
- expiry_date
- notes
The Help Guide within the Data Import/Export tool gives further details on the format required for each field above.
How to Use the Create Job Requirements and Qualification Instances Imports
As discussed in the first section of this article, when starting from scratch most organisations will want to complete these operations in two separate steps:
1. Upload the Mandatory Job Requirements against all the relevant employees, and then
2. Upload the Qualification Instances currently held by each individual employee
The instructions below will step you through these two steps.
Step 1 - Create Job Requirements
1. Navigate to Settings
2. Under Organisation click on Data Import / Export
3. To start a new import click Start an Import
4. Name your import with the details of the data being inputted.
5. Press Upload
6. Select Upload Type (Create Job Requirements)
7. Click on the link to Help Guide: Create Job Requirements Import
8. Select Download Example to obtain the file that needs to be completed in order to create the training records
9. Refer to the Supported Columns section to review which fields are mandatory, and what is required under each column heading
10. Complete all required fields and save the file as a CSV
11. Drag and drop the saved CSV into the file area
12. Click Next >> Save
If there are any errors with the data uploaded you will be notified and unable to start processing the import until the errors are resolved
13. Begin import by selecting Start Processing
14. Confirm
Once your import has successfully completed you will see the screen shown below.
Step 2 - Create Qualification Instances
1. Navigate to Settings
2. Under Organisation click on Data Import / Export
3. To start a new import click Start an Import
4. Name your import with the details of the data being inputted.
5. Press Upload
6. Select Upload Type (Create Qualification Instances)
7. Click on the link to Help Guide: Create Qualification Instances Import
8. Select Download Example to obtain the file that needs to be completed in order to create the training records
9. Refer to the Supported Columns section to review which fields are mandatory, and what is required under each column heading
10. Complete all required fields and save the file as a CSV
11. Drag and drop the saved CSV into the file area
12. Click Next >> Save
If there are any errors with the data uploaded you will be notified and unable to start processing the import until the errors are resolved
13. Begin import by selecting Start Processing
14. Confirm