Our Credentials feature (also known as Licences) lets you set which roles in your business require workers to have specific credentials and track worker compliance with those requirements.
You can set up a library of different credential types, everything from licences to medical requirements and certifications. Once created, you can automatically assign credentials to positions and workers, so that any new or existing workers will be required to provide evidence that they have the credential as a condition of their employment.
In this article you’ll learn how to:
If you're managing multiple companies, you can also create credentials that apply to all companies at once. Find out more about setting global preferences here.
Creating and updating your credential library
You'll add credentials to your library when you first setup your company. You can also add more credentials, or update existing ones, at any time after setup.
Accessing Credentials for a company
To access credentials:
- In Company Settings, select the Credentials option from the left-hand side Library menu.
- Selecting Credentials will open a list of all credentials in your library.
Adding a new credential
To add a new credential for a selected company:
- Open the Credentials menu in Company Settings.
- Add a new credential by selecting the '+ New Credential' option.
- Enter the details of your new credential, including:
| Give this Credential a name | This will be the name displayed in your Credential Library, and to users who are sent this requests to provide evidence of this credential. |
| Code |
Each credential in your library can be assigned a unique code so you can differentiate similar credentials from one another in the library. |
| Provide instructions | You can add specific instructions about this credential and how a worker should respond to an evidence request in this field. This description will be shown to a worker when they receive a request to provide this credential. |
| Request information |
In this section, you can configure the information that a worker must be provide when responding to a request for this credential. You can add/remove the following fields for each credential type:
For each field, the display name of the field can be customised and you can add additional instructions to assist the worker to complete the request correctly. You can also make specific fields optional, meaning that the worker will not have to provide a response in that specific field. |
| Would you like to attach to all Positions by default? |
Toggle on if you would like this credential to be attached to all positions in your company by default. Adding a credential to all positions means you don't need to attach this to positions one by one. If you don't attach a credential to all positions, you will need to manually add it to each required position to automate sending and tracking of requests for this credential during onboarding. |
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Optional Lock this Credential so it cannot be removed from within a Position |
If you have selected 'Yes' to the attach to all positions by default question, you can also choose whether you'd like this credential to be locked.
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Set this Credential as active? |
You can make a credential inactive if you no longer want to request it from workers. When a credential is inactive, requests for the credential will not be sent during onboarding or when a worker moves into a new role. |
Once you have entered the credential's details, you can Save this credential. If you have selected 'Attach to all positions', you will be prompted to specify which requests you would like to send automatically, with the following options:
- Selecting 'Notify existing workers' - will send requests to all existing workers who have not previously supplied this credential immediately.
- Selecting 'Notify new workers only' - will only send requests to new workers who are assigned to a position from this point onwards.
Updating a credential
To update an existing credential for a selected company:
- Open the Credentials menu in Company Settings.
- Select the required credential from the library. To open the credential in edit mode, select the 'Edit' option on the right hand side of the credential row:
Edit the required details before selecting Save to save your changes.
Requesting credentials from workers
Workers are sent credential requests in two ways - automatically during onboarding or transition to a new role, or manually from an authorised user.
Automating credential requests
When a new or existing worker is placed into a position, Xemplo will automatically send the required credential requests for the chosen role. Xemplo will also track the expiry date of any credentials previously supplied by a worker. HR users can see all expiring or expired credentials for their workforce on the HR > Compliance menu.
Credentials required for a specific role can be configured in your credentials library (using the 'Attach to all Positions' option) or directly in a specific position from the Positions Library.
Find out more about attaching credentials to a position here.
How to manually request a credential from a Worker
To manually request a worker to provide evidence of a specific credential:
Step 1. Access your Workers' dashboard.
Step 2. Use the search bar and enter the worker’s name.
Step 3. Click on the worker to see their profile.
Step 4. Go to the Credentials tab.
Step 5. In the Credentials section, click the menu option (...), then select Request License.
Step 6. On the pop-up window, select the licence type you want to request from the drop-down menu.
Step 7. Then click the Send Request button.
Credential Reporting
Company and HR administrators now have the capability to produce versatile reports that outline credential data for their complete workforce. These reports can be tailored based on credential type, date range, employee, location, or department, allowing for the creation of any necessary reports to efficiently monitor credential compliance and pinpoint issues for resolution.
Step 1: Click HR > Credentials
Step 2: Use the filter options > click Generate Report
Step 3: Click Download > select the report format
Archiving credentials
HR Managers can archive a worker's license or existing credentials for the purpose of requesting a new one from the worker.
Step 1: Click Workers > search the worker's profile > open the profile
Step 2: Click Credentials
Step 3: Look for the credentials you want to archive > select the menu options (...) > click Archive
Step 4: Click Yes to achive that credential.
Archiving Rejected Credentials
Step 1: In the worker's Credentials section, click the menu option (...), and select View History.
Step 2: Look for the credential with Rejected status > click the menu options (...) > Archive
Once you have completed the above steps, you can request the same credentials from the worker for submission.