Introduction
Empeon Workforce enables you to efficiently track various types of employee credentials relevant to your organization. Examples of employee credentials that can be tracked are professional certifications & trainings, driver's licenses, and educational qualifications. When tracking these credentials on the employee profile, the system will enable you to record ID numbers, issuing states, and expiration dates, ensuring accurate recordkeeping and effective management when credentials need to be renewed.
This article will explain the types of employee credentials that can be tracked within the system and how to manage expiration dates that might be associated with these credentials.
Employee Credential Types
Let's first start by explaining the types of employee credentials that can be tracked within the employee profile.
- Licenses/Certificates - This encompasses professional licenses and certifications that are required to be on staff (i.e. LPN license).
- Driver's Licenses - This encompasses types of driver's licenses that are required in order to be on staff (i.e. CDL).
- Training - This encompasses professional trainings that are required in order to be on staff (i.e. CPR).
- Education - This encompasses relevant educational qualifications such as undergraduate and graduate degrees that are pertinent to the employee's role.
- Skills - This encompasses relevant skills that employees possess or are required to have for their roles.
Company Setup
Before you can begin tracking employee credentials, you must first configure a credential code for any relevant Licenses/Certificates, Driver's Licenses, and Trainings within the company settings of Empeon Workforce.
For Education and Skill credentials, no credential code is needed as these credentials are manually entered on the employee's profile.
For the employee credentials that require a credential code, each can be found within the HR Company Setup settings: Company tab > HR > Driver's Licenses⁽³⁾, Licenses/Certificates Card⁽⁴⁾, Training⁽⁵⁾.
Configuring the credential code is straightforward: set up a code and, if desired, provide a description. For Licenses/Certificates, you can also configure a code for any applicable Issuing Agencies. Setting up a code for an Issuing Agency enables you to link the License/Certificate to its appropriate Issuing Agency when assigning this credential on the employee's profile.
The same principle applies to Training, where applicable Training Academies can also be configured with a code as well.
After the credential code has been entered, it will then be available for assignment on the employee's profile where you can then specify details like the issuing authority, ID numbers, and expiration dates.
Assigning Credentials
After setting up the credential code on the company level, you will need to go to the respective employee's profile in order to assign the credential code to the employee: People tab (Select Employee) > HR > Credentials.
To assign a credential code to an employee, select the blue 'plus' sign located in the top right corner of the relevant section.
For each category that requires a credential code, the first field will be to assign the credential code. There will then be additional fields of information relevant to its category that you can fill out, allowing for more detailed information surrounding the credential to be entered.
Each category however will always have fields for the date the credential was issued as well as the expiration date if that is applicable to the credential.
Entering dates into these fields are necessary so that you can then set up Alerts that can remind you of when credentials are expiring. This is a huge part to being able to manage the credentials that your employees have in order to ensure that they are active at all times. Here are the appropriate Alerts to set up for each category of credentials:
- Licenses/Certificates - Employee License/Certificate Expiration (Remind Me Alert)
- Driver's Licenses - Employee Driver's License Expiration (Remind Me Alert)
- Training - Employee Training Expiration (Remind Me Alert)
After adding the employee credential to the employee's profile, please note that within each of the five categories, you can upload a document of the employee's credential. This feature helps you to store the credential on file and ensure that the credential is valid.