Do you have lots of employees, all with different qualifications/certificates in their field? You’re not alone. Nurses, security guards, servers and more acquire qualifications and certificates for their job throughout their careers. These qualifications are vital to ensure they are able to perform their roles in the right place at the right time!
As an employer or scheduler, it can be difficult and time consuming to manage these qualifications and certifications year round. Different qualifications expire at different times for different employees. It’s your job to ensure that everyone is up to date! You could check these on a regular basis… Or you could use Celayix qualification management!
Understanding the Importance of Employee Qualification Management
Ever wonder why it’s important to stay on top of employee qualification management? Well, there’s a number of reasons it’s important;
Compliance
There’s a reason that your employees need these certificates in the first place. It might be a legal requirement, or maybe an industry standard. Either way, you need to ensure that your organization is compliant across the board.
For example, if you employ security guards, Security Guard registration only lasts 2 years. Armed guards, in particular, will need to manage/renew a certification.
Enhance Employee Performance
It goes without saying that the more qualifications and certifications an employee has, the more valuable they are to your organization. They can slot into more roles, and perform at a higher level. Effective employee qualification management is KEY to ensuring employee performance and safety are maintained in your organization.
Operational Efficiency
Now that you know how important it is to stay on top of employee qualifications, you might be wondering how that actually impacts operations. Having all of these tracked and managed effectively means you can schedule employees wherever their needed without disrupting shifts due to lack of qualification for particular jobs.
But that all sounds very time consuming right? Documenting qualifications, tracking expiry dates and ensuring new certificates are obtained on time. That’s almost a full time job right there if you have more than 100 employees! Lucky for you, Celayix workforce management software has a dedicated feature just for this!
Celayix Employee Qualification Management
With Celayix, you can assign employee qualifications and certifications to employee profiles. Let’s look at this in more detail!
Seamless Input of Qualification Details
When you’re adding employees to your Celayix account, you can input information about existing qualifications/certifications including expiry dates. This will be beneficial to you for 2 main reasons:
1. Proactive Alerts and Notifications
If you’ve input the expiry date of the qualification on an employee profile, both you the scheduler and the employee will be notified of an impending expiry. You will be alerted when the qualification is 30 or 60 days away from expiring, depending on your preference. No more manually checking a list once a month to ensure everyone is qualified as expected.
Aside from these alerts and notifications, employers can filter their employee list based on expiring qualifications based on;
- Expired qualifications
- Expiring within 7 days
- Expiring within 30 days
- Expiring within 60 days
- Without any qualifications
This can be useful if you ever need to take note of your current workforce situation to identify gaps in the workforce, or get ahead of expirations for groups of employees!
2. Optimizing Scheduling with Qualification Filters
If your workforce depends on qualified employees, your schedule does too! So, you could manually ensure that whatever employees you’re scheduling have the required qualifications. Or, you could rely on Celayix employee scheduler, which will pull information from the employee profile to ensure they are qualified!
When setting your schedule, all you have to do is create shifts based on qualifications. So, if a shift requires 2x armed guards and 1x security guard, you just tell the system that. Then, when you fill the shift, you will be alerted if you try to assign an under-qualified person to the shift!
This also works for self-scheduling and shift bidding – only those that are qualified will be notified and able to claim those shifts! Autofill also uses this information so that if you’ve automated the employee scheduling process, you can rest assured that only qualified people will be assigned to those shifts!
Managing employee qualifications and certifications is not just about compliance, but also about unlocking the full potential of your workforce. Celayix offers a comprehensive solution, ensuring that your employee qualification management is as seamless and efficient as your operations. If you’d like to hear more about this, or any other Celayix feature, arrange a free, custom demo here!
