Certificates and Licences Wizard
Contents
Certificates and Licences Wizard
There are three Compliance Management Wizards:
- Certificates & Licences.
- Background Checks.
- Education & Qualifications.
There are multiple navigation options available to you throughout the Certificates and Licences Wizard. These navigation options are outlined below.
- START - the "START" button at the top right-hand side of the Dashboard [The top right of your screen] is how you launch all Wizards. Click "Start" and this will launch a Wizard popup window containing a navigation menu. This is where all your Wizard interaction options exist. The Wizards available to you in this menu are based on your Permissions.
- View - to View a particular Wizard click on the downward pointing arrow on the right-hand side of the menu. Scroll down, choose the Wizard you want to View, then click 'Select.'
- Select - select enables you to choose (and move into) your chosen Wizard (from the main Wizard dropdown menu).
- Create New - allows you to create a New Record within a particular Wizard (where relevant).
- Create - allows you to 'save' a New Record you've created.
- Edit - allows you to Edit a Record.
- Save - allows you to Save a Record.
- Delete - allows you to Delete a Record.
- Previous - allows you to go back one step.
- Clear - allows you to clear content from the form fields in a Wizard. Note: clicking clear will remove the content from ALL the fields in that Wizard.
- Submit - allows you to Submit the data or Record/s you've added into a Wizard.
- Close - allows you to Close the Wizard you've been working in. Note: Closing a Wizard before completing it will result in a loss of the data you've input into data fields. You will be shown a popup window with a warning asking you to confirm your action before the data is lost.
- Search - a Search window will appear in the top right corner of the Wizard popup if relevant (E.G. Where there is a list of Folders within a Wizard). Search enables you to search for a specific Folder within a Wizard.
- Next - to navigate through items in a drop-down menu, click on the downward pointing arrow on the right-hand side of the menu. Scroll down, choose the item you want, then click 'Next' to progress to the next window.
- Breadcrumbs - on the bottom left of the Wizard popup window, you will see a 'Breadcrumb' (for example 'Start > My Info'). This Breadcrumb enables you to go back to previous steps in the process by clicking on your preferred choice. Breadcrumbs give you more flexibility about which stage of the Wizard you want to 'go bacc' to (E.G. it is more flexible than just choosing 'Previous' which limits you to going back only one step in the process).
NOTE: There is a 6MB file limit on all files that are uploaded into Subscribe-HR's Team Dashboards System. Please ensure that large files are compressed/reduced and that the file size is less than 6MB (the smaller the file size, the better).
How to Trigger the Certificates and Licences Wizard
You can trigger the Certificates and Licences Wizard from the Wizard popup menu:
1. Select "START" at the top right-hand side of the Dashboard [The top right of your screen].
2. Scroll down and click on the "Certificates & Licences" option from the menu, then click "Select."
NOTES for using the START Wizard menu option for My Info, Manager and People & Culture Dashboards:
Managers (with Line Manager User Group Assigned), can create Certificates and Licences records for other Employees, but those Employees must be their direct report (just because an Employee is a ‘Manager’ and has ‘Line Manager’ User Group assigned, this does not allow them to Certificates and Licences records for any/all Employees). Submitting requests for Certificates and Licences records works as follows:
- System Administrators and People & Culture Users can create/submit Certificates and Licences records for all Users.
- To do so, the User must be on the People & Culture Dashboard (and can then use the Certificates and Licences Wizard via the 'Start' Wizard menu, or via the Certificates and Licences Wizard that is accessible via the Compliance Widget > Certificates and Licences Tab on the People & Culture Dashboard).
- Managers can create Certificates and Licences records on behalf of their direct reports only (such Managers need to have 'Line Manager' User Group assigned, they have to be set in the System as a 'Manager,' and specified as the Employee's Manager to be able to do this). Other Line Managers can't create Certificates and Licences records on behalf of Employees for whom they are not the specified/assigned Manager. Only one Manager can/has the capacity to do this.
- To do so, the User must be on the Manager Dashboard (and can then use the Certificates and Licences Wizard via the 'Start' Wizard menu, or via the Certificates and Licences Wizard that is accessible via the Compliance Widget > Certificates and Licences Tab on the Manager Dashboard).
Certificates & Licences Wizard
For the Certificates & Licences Wizard the Steps are as follows:
1. Requesting For – use the dropdown menu to specify who you are creating the Certificate/Licence for. The options are:
- Myself.
- Team Member.
Please note: that you need to be in the relevant Dashboard, to submit the request for Myself or Team Member - if you are an Manager of People & Culture user, using START to submit a request for someone else. If you are submitting the request for yourself, you can use the Manager or My Info Dashboard.
If you select 'Team Member,' another dropdown menu will appear:
2 Name – select the Employee from the dropdown.
3. Certificate/Licence Type – select the Certificate / Licence type from the dropdown.
4. Obtained Where – specify where the Certificate/Licence was obtained.
5. Date Achieved – specify the date on which the Certificate/Licence was achieved.
6. Expiry Date – specify the date on which the Certificate/Licence expires.
7. Cost – if known, specify the cost of the Certificate/Licence.
8. Attach Certificate – attach a copy of the Certificate/Licence.
9. Notes – record any relevant notes regarding this Employee’s Certificate/Licence.
10. Summary – the final screen for the Certificate/Licence Wizard option is a summary of all your choices throughout the Wizard. Check and confirm that all the correct information has been captured. If you need to make changes, use “Previous” (bottom right of Wizard) to trace your steps back through the Wizard, and then use “Next” (bottom right of Wizard) to return to the final summary page once all changes have been made. When you’re ready to complete Wizard click “Submit.”
11. Success – if your Certificate/Licence Wizard has been submitted correctly, you will see a success message. If not, you will see an error message. If you see an error message, please retrace your steps back through the Wizard and correct any issues. Otherwise, please contact support.
