An admin or HR maintains the qualification master data under Settings → People and HR → Skills and qualifications. Tracking, requirements and training records are on the Competence tab of the People hub.
Set up the qualification catalogue
- As an admin or HR, open Settings → People and HR → Skills and qualifications and pick the Skill catalogue view.
- Press Add skill and give it a name.
- Choose the Type: Skill, Qualification or Card / licence.
- Set Certificate valid (months) if needed – the validity a new completion receives. An empty field means the certificate does not expire (a hygiene passport, for example).
- Tick Requires certificate and Statutory qualification where they apply. A statutory qualification turns a missing or expired qualification into a blocking finding, and it can block publishing the roster when the planning rules have Block publishing on competence shortfall on.
Import Finnish standard qualifications brings in the common cards ready-made. Structure the catalogue under Skill groups; set the groups’ order with the arrows, and the same order shows in the skills matrix and the reports. A skill’s name opens its details, level descriptions and prerequisites. A disabled skill keeps its history.
Record who holds a qualification
Switch to the People view on the same page. The Competence matrix shows people as rows and qualifications as columns – click a cell to add or remove a holding. End dates are set with the row’s Validity button (From and To).
A card the employee reported themselves shows on the person card as self-reported. Check the card and press Verify.
Track expiries
The same page shows the Expiring qualifications list: expired and soon- expiring validities per person. The warning window is the setting Warn about expiring qualifications (default 60 days) – the same horizon drives the warnings in both planning and the HR views, and it accepts per-staff- group exceptions.
The work queue is People → Competence → Renewals: expiries in 30/60/90-day windows and a direct Record training action on every row.
Record trainings
Trainings are recorded in the Training and Training catalogue views of the Competence tab.
- Add the training to the catalogue with Add training. The field Renews qualification links the training to a qualification and Validity (months) sets the length of the new validity.
- Create a session with New session: time, location, instructor, Capacity and, if wanted, Allow self-enrolment.
- Press Enrol participants and, after the session, update each participant’s Status: Completed, Attended or No-show.
When the status is Completed, the completion automatically renews the validity of the linked qualification. A certificate can be attached to the participation. The reports Training plan and Training hours are on the same page.
The competence matrix and requirements
The matrix in the People view reads three ways: Achieved shows the held qualifications, Required compares them against the requirements and Gap shows only the shortfalls. Requirements defines which qualifications a position or staff group calls for, and Competence search finds people by qualification criteria on a chosen date.
Effect on shift planning
A staffing need can carry a skill requirement (Add skill requirement): the coverage row then flags a skill gap even when the headcount is met. A qualification marked Statutory is a hard limit: if it is missing or expired on the shift’s date, the planner gets a confirmation prompt when placing the person on the shift, and the gap blocks publishing in the check queue. The Shift eligibility panel shows who is qualified for a position on a chosen date. See Plan and publish shifts.
Validity is judged on the shift’s date, not today. A card valid today can be expired by the planned shift, and planning warns about it in advance.
If something goes wrong
The competence matrix is empty. An admin or HR sets up the catalogue first under Settings → People and HR → Skills and qualifications – the matrix only shows active qualifications.
A completion did not renew the qualification. Check that the training has Renews qualification set and that the participant’s status is Completed, not Attended.
Planning warns about a qualification although the card is fine. Check the To date in the matrix against the shift’s date, and the setting Warn about expiring qualifications – the warning lights up before the expiry.
The Training view is missing. The training area of the HR add-on is switched off. Qualification bookkeeping still works without it.