The following article details how you can assign roles and qualifications to employees as well as how they can be used within the ClockOn roster system.
This article contains the following items.
- Creating the Qualification
- Assigning the Qualifications to a Role
- Assigning the Qualifications to the Employees
- Using the Qualifications in the Rosters
Creating the Qualification
The first step in this process is to ensure that the Qualification name exists within the system, these can be added easily through the Qualifications screen as shown below.
Assigning the Qualifications to a Role
The next step is to indicate to the system which roles require a particular qualification to be performed
An example of this may be that you may have a requirement that all supervisors have a First Aid certificate qualification if they are rostered as the supervisor for the shift.
To add the Qualification to the role in the above scenario please see below;
Assigning the Qualifications to the Employees
Once the qualification has been created you can start to assign it to the employees, this is done through the Employee Details screen, Please review the following article for the settings and features on this screen before proceeding
Roles & Qualifications Tab
In essence, this screen will allow you to link the employees to the roles that they will perform within the business and also advise you as to if the employees have the relevant qualifications necessary to perform those roles as indicated in the role's Qualified column.
Once the qualifications have been added to the employee the qualification status will update accordingly
Another area of settings that are useful for roles and qualifications is located on the Employee Details > Special Options Tab.
These options allow you to allow of restricting that user from being able to roster staff in certain scenarios.
For example; if the Qualification Minimum setting is set to Fully Qualified.
You are will be indicating that if this employee opens the roster screen and tries to assign a role to a staff member that is not qualified they will receive a notification
The notification is based on the Warning Level setting as per below.
Please note that these settings affect based on a user accessing the rosters level and are only needed for the roster officer staff.Using the Qualifications in the Rosters
At this point, you are able to start rostering the staff based on their qualifications.
In simply click on the shift that is attached to the role in which you wish to assign, and this will update the Employees panel highlighting the staff members that are able to work at that role as per their Employee Details setup.
The following example shows a shift being selected whilst in Role mode, the Employees panel indicates that there are two staff members that have this role attached in their profiles "Thomas Blackwell" and "Marlene Palmer".
Hovering over the unassigned shift will indicate any qualifications that are requied, in this case it requires the First Aid Certificate
From there you can click and drag the employee's name across to the shift to assign the employee to the shift.
In the example below I try to assign an employee that is not qualified for the role.
Note that as the employee is not qualified they now have the qualifications symbol on the timesheet to indicate that they do not meet the requirements for the role.
Please note that with this test I have set the Employee Details > Special Options as discussed in the Assigning the Qualifications to the Employees to warn me an attempt such as this occurs.
To help with the assigning of employees where they are fully qualified for a role there are Availability filters on the View tab
For filtering availability based on qualifications we need to use the Fully Qualified and Partially Qualified options.
These options will further limit the Yellow highlighted Employees side panel based on whether the employees meet the qualification requirements or not.