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: 

• Create and update your credential library

• Requesting credentials from workers

• Credential Reporting
• Archiving credentials

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:

1. Open the Credentials menu in Company Settings.
2. Add a new credential by selecting the '+ New Credential' option.
3. Enter the details of your new credential, including:

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:

1. Open the Credentials menu in Company Settings.
2. 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.

An email notification is sent to the worker to log in to Xemplo and submit the document.

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

When attempting to request a credential from the worker, if you receive the following message, it indicates that there is an existing credential with a "Rejected" status.

Rejected credentials are sent back to the worker for resubmission. If you need to cancel this and request the worker a new one, you must archive the initial credential first.

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.