Certification and Training, Education, and Credentials Guide (New UI)

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Courses/Certifications

  • Go to Admin > Company Settings > HR Setup > Courses/Certifications
  • Select
    • a. Code: Enter a code for the course or certification
    • b. Training/Certification: Enter a name for the course or certification
    • c. Description: Enter an optional description
    • d. Source: Select whether the course is internal, external, or self-study
    • e. Enrollment Required: Select whether assigned employees are required to enroll.  This field will only appear if the course is internal.
    • f. Instructor: Optional.  Select the instructor (if internal) or enter the instructor name (if external)
    • g. Default Company Cost $: Enter the amount the employer will pay for this course or certification
    • h. Default Employee Cost $: Enter the amount the employee will pay for this course or certification
    • i. CEUs: Enter any Continuing Education Units earned by completing this course or certification
    • j. Deduction: Select the deduction code that applies to this course (if applicable)
    • k. Vendor: Select the vendor that applies to this course (if applicable)
    • l. Renewal Term (Every): Enter the renewal term for this course (how long does the certification last?).  This controls the expiration date on individual employee courses and certifications.
    • m. Sessions: Sessions can be defined for internal courses.  This field will only appear if the “Enrollment Required” box has been checked.  
  • Once all course/certification information has been entered, select
    • Upon saving, additional options will become available
    • If sessions were enabled, select to enter the date and time of the session, and track the number of open slots in that session.
    • a. Date: Enter a date for the session
    • b. Time: Enter a time for the session
    • c. Duration: Enter an optional duration
    • d. Training Method: Select whether the training will be classroom, web based, one-on-one, or self-study
    • e. School: Enter an optional school name or location for the session
    • f. Instructor: Optional.  Select the instructor for this session
    • g. # of Slots: Enter the number of slots available for this session.  Once saved, the “Filled” and “Open” fields will update as employees are added to each session.
  • Once all session information has been entered, select
  • Notes can be added to the course/certification by selecting either the or button
  • Assign this course to an employee directly by selecting  and selecting the employee from the list.  Selected employees will be listed in the “Employees With Course Selection” widget below.
    • You can also assign the course to the employee in their employee information screen or under Team > My Team > Learning > Trainings/Certifications
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  • Training Profiles
  • Training profiles may be created which include multiple courses or certifications.  When a profile is added to an employee, all courses/certifications contained within the profile are automatically added to the employee.
  • Go to Admin > Company Settings > Profiles/Policies > Training
  • Select
    • a. Name: Enter a name for the profile
    • b. Description: Enter an optional description for the profile
    • c. Active: Indicates whether the profile is active and can be assigned to employees.  By default, this box will be checked.
    • d. Add Course/Certification: Select this button to add courses and certifications from your course list
  • Profiles can be added to individual employees, or to several employees at once (using mass edit).
    • To mass edit, go to Admin > Company Settings > Mass Edit > Mass Edit Profiles
    • To assign individually, go to Team > My Team > Employee Information and select the training profile on the employee’s Main tab, under Profiles
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Training History and Expiration

  • Go to Team > Learning > Trainings/Certifications
  • This report lists all courses assigned to employees, which can be filtered as needed (for example, to show expired courses only).
  • Select theicon next to the employee and course you want to update (if the employee does not already have that course assigned, select  to add the course to the employee(s), then select theicon for that course.)
    • This screen shows the history for the course/certification for this employee.
    • Expired courses will be notated with the icon.  The expiration date is based on the course’s Renewal Term.
    • Select the  button to add a course that has already been completed, or the  button to enroll the applicant in an upcoming course session.
    • You can also add a note by selecting the icon, or upload a document by selecting  icon
  • To update several employees at once, select the checkboxes next to the employees and courses to update and click .  Note:  The information added will be applied to all courses/certifications selected, so take care to select only the employees and courses that should be updated with the same information.

Education Levels and Degrees

  • Go to Admin > Company Settings > HR Setup > Education > Education Levels
    • Common education levels have been set up by default.  To add a new level, select , enter the name of the new level, and select
  • Go to Admin > Company Settings > HR Setup > Education > Degrees
    • Common degrees have been set up by default.  To add a new degree, select , enter a code and name for the degree, and select
  • To assign Education Levels and Degrees to employees, go to Team > My Team > Employee Information and select the icon for the employee you want to edit. This can also be added under Team > Learning >  Education
    • Select the Highest Education Completed level in the Education widget on the HR tab.
    • Select to add a degree (or degree in progress) to the employee.
      • Enter the country, school name and school type in the pop-up window, and select
    • Select the  icon to enter additional details about the degree.
    • From here you can also add a note or upload a document.

Credentials

  • Go to Admin > Company Settings > HR Setup > Credential Types
    • Select  and enter the general credential information
      • a. Type: Enter the type of credential
      • b. Description: Enter an optional description of the credential type
      • c. Mask on Reports: Select this checkbox to hide this credential type on reports
      • d. Collect: Select the checkboxes for the fields that can be collected for this type of credential
      • e. Required: Select the checkboxes for the fields that are required for this type of credential
      • f. Custom Fields: Up to five custom fields can be added to each credential type, in case you need to enter data that is not listed among the standard fields
    • Once the credential type has been configured, select
  • To add Credentials to an employee, go to Team > Learning > Credentials
    • Select
    • Select the employee, credential type, and any other required information, and select