Competence Tracking
Track employee qualifications on a competence matrix, manage competence types, review approval requests, and export compliance reports.
Competence tracking
View an employee-by-competence matrix, manage competence types and records, review approval requests, upload evidence, and export compliance reports.
Competence matrix
The competence matrix displays employees as rows and competence types as columns. Each cell shows the employee's status for that competence, relevant dates, and whether the competence is required for the employee's role.
Matrix filters
| Filter | What it does |
|---|---|
| Employee role | Show employees in a specific role. |
| Category | Filter competence types by category. |
| Required only | Show competences required for the displayed employees' roles. |
| Issues only | Show competences with missing or expired records. |
| Employee search | Find an employee by name or email. |
| Sort by | Sort employees by name, role, or issue count. |
Matrix cells
Each cell can show one of these statuses:
- Valid: The competence has no expiry or expires in more than 60 days.
- Expiring soon: The competence expires within 60 days.
- Expired: The expiry date has passed.
- Not held: The employee has no record for the competence type.
The 60-day window is fixed. It is the same for every company and competence type and cannot be changed in settings.
Cells also show the issued date, expiry date when applicable, and a required indicator.
Matrix actions
Select a cell to open its record detail. When you have management access, you can add or edit the record from the matrix. You can also export the matrix as a CSV or PDF file.
The matrix is read-only when you do not have competence management access.
Compliance summary
The compliance summary shows required-competence coverage and the number of issues across the displayed employees. Required-validity coverage reflects how many required competences are currently valid.
Missing required competences and expired competences count as issues. Expiring soon is a warning, not a compliance issue.
When an employee has no required competences, the profile shows full compliance because no requirements apply.
Competence profile
An employee profile shows the employee name, compliance score, required competence count, valid required count, missing required count, email address, and role.
Missing required competences
The missing required section lists required competence types that the employee does not hold or that have expired. Each item includes the competence name, its current status, and a link to open the record detail.
Competence entries
The profile groups competence entries by category. Each entry can show:
- Competence name
- Required badge
- Issued date
- Expiry date
- Certificate number
- Status badge
- Add or edit action when permitted
Record detail
Record detail shows the information associated with an employee's competence record.
The date the competence was issued.
The date the competence expires, when the competence type uses expiry.
The certificate number associated with the competence record, when available.
Additional information about the competence record.
The current competence status: Valid, Expiring soon, Expired, or Not held.
The course that created the record automatically after completion, when applicable.
The record's change history.
Record detail is read-only when you do not have competence management access.
Competence types
Manage competence types from the competence types list. Search by type name or category, and enable Show archived to include archived types.
| Column | What it shows |
|---|---|
| Name | The competence name, description, and archived badge when applicable. |
| Category | The category assigned to the competence. |
| Scope | Whether the type belongs to the company or the chain. |
| Validity | No expiry or the default validity period in months. |
| Required for | Role badges for roles that require the competence. |
| Records | The number of employee records linked to the type. |
| Push status | Whether the type has been pushed to members: Pushed or Not pushed. |
Type actions
Depending on your access and the type's current state, you can:
- Add a competence type.
- Edit a competence type.
- Archive a competence type.
- Restore an archived type.
- Delete a competence type forever.
- Push the type to members.
- Push the type to new members.
- View linked records in the competence matrix.
Create and edit fields
The competence name. Enter 1 to 100 characters.
A description of the competence, up to 500 characters.
The category used to group and filter the competence.
Whether employee records for the type have an expiry date.
The default validity period when expiry is enabled. Enter a value from 1 to 1200 months.
The roles for which the competence is required.
The position of the competence type in ordered lists.
Archive and delete
Archiving preserves existing records but removes the competence type from the matrix and pickers. Restoring an archived type rejects the change when an active type already uses the same name. Deleting requires the type to have no records unless you force the deletion. A forced delete cascades to the type's evidence, history, and records.
Use archive when you no longer want to assign a type but need to preserve its records. Use permanent deletion only when the type and all linked information should be removed.
Approval requests
The approval requests list includes requests for self-reported competences. Filter the list by status:
- Pending
- Approved
- Rejected
- Cancelled
Each row shows the user's name and email, competence type, submitted date, approval status, and a review or view action.
Review an approval request
Open the request
Filter the list by status and open the request. Review the competence type, dates, certificate number, notes, and attached evidence.
Choose an outcome
Approve the request when the submitted information supports the competence. Reject the request when the information or evidence is insufficient. Rejection requires a reason.
Confirm the result
Confirm the decision. An approved request creates or renews the employee's competence record. A rejected request retains the reason for the employee to review.
Employee self-service
Employees can submit a self-reported competence request, view their own requests, and cancel a request while it is pending review.
Evidence
Upload evidence to competence records and pending approval requests. Supported file types are JPG, PNG, and PDF. Each file can be up to 10 MB. These limits are the same on every plan.
You can view evidence attached to a record or request and delete evidence when it is no longer needed.
History
Each competence record tracks its changes over time. History includes the action, the person who made the change, the change details, an optional note, and the timestamp.
Use history to review when a record was created, updated, renewed, or otherwise changed.
Exports
Competence tracking provides these exports:
- Matrix CSV
- Matrix PDF
- Employee profile PDF
Matrix exports require competence management access. An employee profile PDF requires competence read access and authorization to view yourself or the employee as an administrator.
Chain compliance analytics
Chain analytics provide a cross-company view of competence compliance for active member companies. Available views include:
- Overview by competence type
- Per-company rankings
- 30-day, 60-day, and 90-day expiry forecasts
- CSV export
Chain compliance analytics require chain analytics access.