How to Manage Qualifications in Employment Hero Payroll
Introduction
This video explains how to manage qualifications within a business using a digital system. It covers establishing qualifications, setting up automated reminders for expiry dates, and maintaining a digital record of certifications. The video also demonstrates how to add, edit, delete, export, and import qualifications, as well as how employees can manage their own qualifications through the portal. It highlights key processes for bulk updating employee data and ensuring compliance checks are completed. The guidance is relevant for businesses following SCHADS standards, helping employers and employees efficiently track, update, and maintain required qualifications.
Key Takeaways
- Only users with appropriate access can manage qualifications in the system.
- Employers can add, edit, or delete qualifications and view the full list.
- Qualifications can be exported for bulk updates and imported after edits.
- Employees can add, edit, delete, and upload documents for their own qualifications.
- Expiry dates can be set to trigger automated reminders for renewals.
- The system supports compliance management and record-keeping for all qualifications.
Transcript
Introduction
Know what works. In this video, you learn how to establish qualification, set up an automated reminder system, and maintain a digital record of certifications. We'll also cover bulk importing qualifications, managing renewal dates, and running compliance checks.
Accessing Qualifications
By the way, only full users or restricted users who have been given relevant access can access this tab. To go to qualifications, we can click on the payroll settings or the business here, and then payroll settings. We also have the option to click the payroll settings here. After clicking on payroll settings, go to qualifications, which should be under payroll settings.
Viewing and Adding Qualifications
Here we have the list of qualifications that we have in this business. If you want to add a new qualification, you can click on Add, scroll down, enter the name of the qualification under the name field, and click Save. If you also want to edit the name of a qualification, you can click on the name itself, edit it as you like, and click Save again.
Deleting Qualifications
If you want to delete a qualification that is no longer useful in your business, you can click on the bin icon. We can only delete qualifications if there’s no employee linked to it.
Exporting Qualifications
Another option is exporting the qualifications. Click the Export button, and you will be asked what type of data you want to download—whether it's a template with employee data, including terminated employees, or just an empty template. The format is an Excel spreadsheet; then click Download. Exporting your qualifications allows you to bulk update existing employee data.
Importing Qualifications
Next is Import. If you have already made changes to the Excel file you exported and added more qualifications or other details, you can import it back by clicking the Import button and selecting the exported file. This will save the new files or bulk data you have added in the template.
Managing Qualifications for Employees
These are the things you can manage as an employer. Your employees can also manage their qualifications through the employee portal. You can do this by going to Employee List, selecting an employee—for example, Marilu—and finding qualifications under the employee profile, payroll settings, qualifications.
Adding and Updating Employee Qualifications
For example, employees can click the plus icon to add a qualification, select the issue date, and, if applicable, set an expiry date. If they set an expiry date, it will send them a reminder seven days prior to expiration to renew that qualification. They can also enter a reference number and upload a document if they have one, then click Save.
Editing or Deleting Employee Qualifications
Other options for employees include editing or deleting a qualification. Clicking the pencil allows them to edit details like the issue date or expiry date, and they can delete a qualification if they no longer have it.
Conclusion
That’s it. That’s how you manage qualifications. Please let me know if you have any questions. Thank you.