Managing staff qualifications is crucial for maintaining compliance and ensuring your team meets industry competency standards.
This guide covers how to create custom qualifications, assign them to your staff members, and track missing mandatory documents across your organisation to ensure nothing slips through the cracks.
Creating Categories
Categories are groups of related Qualifications (e.g., Mental Health, Childcare). Creating Categories provides context and makes Qualifications easier to organise.
Some default categories have already been created and filled out.
Navigate to Document Hub > Qualifications & Documents from the sidebar menu.
Click 'New Category' in the upper-right corner to add a new category.
Give it a descriptive name and click 'Save Category'.
Creating Qualifications
Qualifications are individual skills, certifications, or requirements you can attach to carers (e.g., First Aid Certification, Registered Nurse, Driver's License).
Navigate to Document Hub > Qualifications & Documents.
Click 'New Qualification' in the upper-right corner to add a new qualification. You can also use the 'New Qualification' buttons within a Category.
Each qualification includes:
Qualification Name
Category: Select from your predefined or the default Categories.
Description
Assign to Support Need (optional): Select from your predefined Support Needs. To learn how to create and assign Support Needs, read this guide.
Requires expiry date: When enabled, an expiry date is required. Expired qualifications are invalid, and the carer can't be assigned to shifts until they are renewed.
Requires attachment: When enabled, an attachment must be uploaded when this qualification is added.
Mandatory for all carers: When enabled, this qualification is flagged as required for every single carer. Marking a qualification as mandatory will automatically require a document to be uploaded.
Click 'Add Qualification'.
Updating Qualifications
To edit a Qualification, click the three vertical dots and select 'Edit'. You can also delete a Qualification from here.
Updating a qualification affects future staff-matching suggestions but does not retroactively change existing shifts. If a previously qualified staff member becomes unqualified, an admin must manually update any affected shifts.
Enabling Expire: Staff members with no expiry date are no longer considered qualified until a date is added.
Enabling Document Required: Any verified qualification missing a document becomes unverified.
Managing Staff Qualifications
For a staff member to be suggested for a shift, they must prove that they meet the client's requirements.
Navigate to Staff > List > Click on a staff member. Scroll down to the Compliance section. This table shows all qualifications and their status (Active, Not Specified, Expired), along with their expiry and update dates (if applicable).
Click the dropdown menu to filter the table by Qualification. Click 'Manage All' to open the staff member's Qualifications page.
If a staff member has missing qualifications that your organisation has marked as 'mandatory for all carers', a warning banner will appear at the top of their profile listing exactly what is missing.
Qualifications Page
This page shows the staff member's qualifications and essential details. Click 'Add Qualification' in the upper right to add a qualification record to the staff member:
Select Qualification: Click on this dropdown menu to select from your predefined Qualifications.
Select Documents: Upload a relevant file (required if the qualification settings demand it).
Expiry: Set an expiry date (required if the qualification settings demand it).
Click 'Confirm Qualification'.
You can also verify Qualifications and choose whether a document will be visible in the app (App Visibility) by clicking the appropriate Yes / No dropdown menus.
Under the Action column, click the Edit icon to edit the Qualification, the trash icon to remove the selection, and the Download icon to open the document in another tab for downloading.
Note: Only verified and non-expired records are counted in the smart matching logic.
Now that you have set up your staff qualifications and ensured your team is compliant, you can use these records to seamlessly roster the right carers for your clients.
By grouping these qualifications into Support Needs, you can assign specific needs to your clients and let the system automatically suggest the most qualified staff for their shifts. Read this complete guide on Smart Matching to learn how to set this up.
For further assistance with Managing Staff Qualifications and Compliance, please contact our Support team using online chat when you're logged into ShiftCare or email our Support team at support@shiftcare.com.