You can record employee training and qualification from within the employee's profile, allowing you to ensure that your employees have the right qualifications for the shifts or visits they're doing. You can add new training and qualification types from the settings screen.
New training and qualification
Click Settings, then click HR.
Click Employee, then click Training & Qualifications.
Click the plus icon and enter the relevant details using the table.
Click Save.
Field | Description |
Description | The name of the training or qualification. |
Document Management | Select whether to include the ability to add documents to this training or qualification. |
Employee Mandatory | Use the checkbox to indicate if this training is mandatory for employees. |
Applicant Mandatory | Use the checkbox to indicate if this training is mandatory for applicants. |
Frequency | After an employee starts, how soon should they complete the training or qualification. |
Warn frequency | Enter how soon before the frequency is due that you should receive a warning. |
Renewable | Use the checkbox to indicate that this training or qualification is renewable. |
Renew frequency | After the training or qualification is complete, how long before renewal? |
Renew Warn frequency | How soon before the renewal time should you receive a warning? |
Cancellable | Use the checkbox to indicate if the training is cancellable. |
Employee type details tab
Once you have saved the training or qualification details, you need to select the type of employee this record applies to.
Click the Employee Type Details tab.
Select the checkbox of the employee type to which this relates.
Click Save.
Apply the changes
Once you've saved the record and indicated the employee types, you must apply the changes to the employee types.
Click Settings, then click HR.
Click Employee Types.
Click Apply? for each employee type.
Wait for the text to change to Applied.
Assign to a branch
The last step is to assign the training or qualification to the branch. This allows the training or qualification to then appear in the employee record.
Click Settings, then click Other.
Click Company.
From the QuickLinks, select branches.
Select the relevant branch.
Under Filters, click Training and Qualifications.
Select your training or qualification record.
Click Save.
⚠️ Important: You must complete this step for every branch where the training or qualification applies. If you skip it, the record will not appear on employee profiles in that branch, even if it has been saved and applied to employee types.
Renew training and qualifications
If you would like to renew a training and qualification record in an employee record please follow the below;
📌 Note: The Renew button doesn't show if your E-learning platform is integrated with Access Care Rostering.
Click HR, then click Employee.
Click Find, then select the relevant employee.
From the Quicklinks, click Training and Qualification.
Click into that training and qualification.
From the QuickLinks, select Renew.
Click Save.
If the Renew button is not appearing, please check to see if other training is due to be completed before the training date you are currently trying to renew.
🤓Tip: Each employee's training and qualification has to be renewed individually and can't be done collectively.
Training and qualifications not showing on employee records
If you have created a training or qualification type but it is not appearing on employee records, work through the checks below in order.
Check the branch filter
The most common reason a training or qualification does not appear is that it has not been assigned to the branch. Creating the record in Settings and applying it to employee types is not enough on its own. You must also assign it to each relevant branch.
Click Settings, then click Other.
Click Company.
From the QuickLinks, select Branches.
Select the branch where the training or qualification should appear.
Under Filters, click Training and Qualifications.
Check that your record is selected.
If it is not selected, select it, then click Save.
📌 Note: If you have multiple branches, you need to check and update each one separately. A training or qualification will only appear for employees in branches where it has been selected.
Check the employee type has been applied
If the branch filter is correct but the record still does not appear, confirm that the employee type changes have been applied.
Click Settings, then click HR.
Click Employee Types.
Check that the status next to each relevant employee type shows as Applied.
If it shows as Apply?, click it and wait for the status to change to Applied.
Check the employee type is selected on the training record
If the steps above are complete but the issue persists, check that the correct employee type has been selected on the training or qualification record itself.
Click Settings, then click HR.
Click Employee, then click Training & Qualifications.
Select the relevant training or qualification.
Click the Employee Type Details tab.
Check that the checkbox for the relevant employee type is selected.
If it is not selected, select it, then click Save.
Return to Settings > HR > Employee Types and click Apply? again.
📌 Note: If none of these steps resolve the issue, raise a case via the Access Digital Assistant and reference this article.