Training/Certifications/Reviews - Staff (Expiration Fields)

Training/Certifications/Reviews - Staff (Expiration Fields)

How do I track Training/Certifications/Reviews for Staff? How do I set requirements?

Administrators, Managers
In SETWorks, administrators have the ability to create customized fields that can be used to track Training/Certifications/Review Expiration Fields. These can apply to Staff (Users), Consumers or Employers. For staff, administrators can even make training fields required which would prevent staff from being able to create records. This article describes how staff can use the fields to track trainings or certifications that apply to them. 
Terminology can be modified within SETWorks to better fit the needs of your organization. If the terminology in our articles are not the same on your site, talk to your local administrator to assist in translation.

How do I set up new fields?

If you need a new field created, ask your administrators.
Administrators, please reference the  Training/Certification/Expiration Field Utility support article for configuration details. 

How do access staff training? 

Managing Staff training is done from within the user profile and can be accessed from two different routes: 

Staff Management - in the top right corner of SETWorks, select the Staff Management icon > Details tab and scroll down to the Training/Certifications/Reviews section.



User Maintenance - in the top right corner of SETWorks, select Settings > User Maintenance > navigate to a user, Edit Profile:


How do I record a training or certification or expiration field for staff?

Navigate to the Training/Certifications/Review section.



Select the Description of the Training/Certifications/Review field you'd like to modify. 
Select the white space outside the description to select which line to modify. 
Activate the field by selecting "Active". 
Set the Start Date. 
Select the Expires button to enable the Expiration Date field, if applicable.
Add the Expiration Date, if applicable. 
Add any notes to the Notes field, if applicable. 

Description of fields

  • Applicable  - This marks the specified training entry as applicable to the staff person
  • Received/Start Date - When the training was completed and became active
  • Expires - Whether this training entry expires (leave empty if it is permanent)
  • Expiration Date - The date by which this entry expires and needs to be renewed (this date overrides the expires checkbox, so ensure that you leave this empty if the "expires" checkbox is also empty.)
  • Notes - Any notes or other comments.

Filters

The filter above the Training/Certifications/Review Expiration Fields applies to all fields. Please note that if a field is not completed for a staff or has expired a blank line for every available field will still be displayed. 
Available Filters:
  1. All
  2. Active (Unexpired)
  3. Active
  4. Inactive

Reporting

For reporting needs, navigate to Reports and search for Expiration to see relevant reports. 
  1. Staff/ User Expiration Fields - Shows basic details of all expiration fields applicable to staff. Date range on report will limit results. 
  2. Staff Expiration Field Tracking Report - See a detailed view of expiration fields with an easy to understand view of upcoming expirations.
  3. Staff Expires (training etc.) Report - A simple report showing upcoming expirations.
  4. Staff Expiration Field Data Dashboard - Business Intelligence report for viewing expiration field data. 

Notifications

Automated notifications may also be setup to alert users prior to training expiring. Contact SETWorks for further information.

A Visual Representation

GIF showing the Staff Training/Certifications/Review Expiration Fields.


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