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Qualifications

Use qualifications to make sure users meet requirements

Floor Takman avatar
Written by Floor Takman
Updated over a week ago

With qualifications, you can determine which requirements a user must meet in order to (continue to) carry out their work, for example.

What are qualifications?

With qualifications, you can create profiles with mandatory components that someone must meet. For example, you can create a “First Aid” qualification that includes the First Aid e-learning, the First Aid exam, and the continuing education requirement to complete the mandatory refresher course each year. You can then assign qualifications to a user.

How can I create qualifications?

  1. Navigate to "Organise" on the left side of the screen.

  2. Click on "Qualifications".

  3. Click on the plus icon to create a new qualification.

  4. Give the new qualification a name.

  5. Add learning activities to the qualification. Once the user has completed all the learning activities that are linked to the qualification, they will meet the qualification requirements.

  6. Optionally, you can configure a few things by clicking on the gear icon:

    • Add time frame: Here, you set the time frame within which the learning activity must be completed in order to be qualified.

    • Upload certificate: This allows you to specify whether it is possible to upload a certificate for this learning activity. By uploading a certificate, the user can demonstrate that they already possess the knowledge covered in the learning activity. The administrator or manager can then approve or reject the certificate.

    • PE Activities: Here, you can add learning activities that the user must complete within a specific period in order to remain qualified.

How can I link qualifications to a user?

  • Manually: To assign a qualification to a user, navigate to “Users” in the menu bar. Go to the details of the user you want to add to a qualification. Click “Qualifications” for that user and use the plus icon to add the qualification.

  • Qualification inventory: The user completes the qualification inventory. This is an intelligent questionnaire used to determine which qualifications the user must have. Once approved, the qualifications become visible in the user’s profile, and the user can begin completing the learning activities within the qualifications.

  • Through the organisational structure: You can assign qualifications to a team or function. All users in that team or with that function will then be linked to the relevant qualification(s).

Once a user is linked to a qualification, they are automatically enrolled in the learning activities assigned to that qualification.

How can users complete qualifications?

You have created the qualifications and linked them to your users. What's next? Users will now need to take the following steps, as they must start qualifying themselves. They can do this for each learning activity in different ways:

  • Users can complete the learning activity as they normally would. They can find the learning activities on their dashboard, under “Learning” or “Qualifications”.

  • Users can also upload externally obtained certificates as proof that they already possess the knowledge covered by the learning activity. This is only possible if the qualification for the relevant learning activity allows certificate uploads. The user does this by opening the qualification and clicking “Upload Certificate” in the frame of the learning activity. Here, the user can upload the certificate, indicate when it was obtained, and specify whether it has an expiry date. An administrator or manager can review and assess the uploaded certificate under “Approvals”.

How can I monitor progress within my qualifications?

Of course, you’ll want to keep track of how far your users have progressed with their qualifications. In “My Team”, you can monitor the progress of all users. The Overview tab shows which part of a company, department, or team does or does not meet a qualification. You can also see whose qualification is about to expire. You can click on the various elements in the overview to view more detailed information.

Via “My Team”, you can also view progress by user, learning activity, or qualification.

Example scenario for qualifications

Below is an example scenario for using qualifications. In this example, we use a First Aid qualification.

  1. Create a First Aid qualification.

  2. Add a First Aid e-learning to it. This is the initial First Aid e-learning the user will complete.

  3. For this e-learning, specify the time frame within which the learning activity must be completed in order to be qualified.

  4. For each refresher training the user must complete, you can add continuing education (CE) activities. For example, if an annual refresher course is required, add it as a CE activity. Be sure to also specify the time frame within which the learning activity must be completed to remain qualified.

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