Certifications

To create a certification:

1.Select the population, or the person concerned.

2.To add an appointment, click on .

Certification

3.Select the Type from the drop-down menu or by clicking on . The Category is displayed automatically.

Period

4.Select the Type from the drop-down menu or by clicking on . If a Validity duration has been specified in the type’s configuration, this date is automatically filled in. Otherwise, you can enter it manually. If a Notice period before the expiry date has been specified in the type’s configuration, this date is displayed for information.

5.Indicate whether Training and the Medical check-up have been completed.

6.Check the Certification period to be renewed box. If checked, the need to renew will be indicated in the status

7.If applicable, add supporting documents by clicking on .

a.Enter a Description by typing in the greyed out field.

b.Click on to attach a document.

c.Add a Description.

d.Validate by .

8.Add a Comment if necessary.

9.Confirm.

The system tells you that the certification was successfully created. Close the window. The certification then moves to In progress.

The monitoring of certifications is done from the Staff administration > Administrate > Manage > Certifications menu.

•The Status allows you to see what phase the process is in (see Legend).

•The Dates columns clearly state the key dates.

•The Training and Medical check-up columns tell you if they have been carried out (if necessary).

•Clicking on in the Detail column opens details on the certifications. You can directly act on these elements from this screen. Please consult the Creating a certification chapter for more details.

Depending on the Certification status, you can either Renew the certification or Delete it, see Legend).

It may be necessary to renew a certification. Statuses (see Legend) and alerts help you to find them easily.

1.Select the person whose certification is close to expiring.

2.Click on to add the new certification.

3.Follow the steps to create a certification in order to update the acquisition date.

4.Confirm.

5.Save button.

6.The status changes depending on the dates and options specified (see Legend).

You can set up and generate your own mass-mailed reports to issue authorisation certificates.

To generate a document linked to a certification period:

1.Select the population, or the person concerned.

2.Switch to Simplified View and select the certification period in question.

3.Click Generate a document.

4.Select the Document template from the drop-down menu or by clicking on . This must be set up from Mass-mailed reports beforehand.

5.Indicate the Format in which the invitation will be issued (PDF or the template format .odt, .doc., .docx).

6.Select how the document will be distributed:

a.Mailing to the employee

b.Mailing to the line manager(s)

c.Storage in the Documents block of the corresponding certification period.

7.Adapt the subject and the Email content. Validate.

8.Validate.

9.Certifications containing a document are easily identified in the follow-up table by the icon.

It is also possible to consult the list of certifications of several employees simultaneously for a selected period. To do so, you must:

1.Open the list of employees.

2.Press the Ctrl key on the keyboard and click on the employees to be selected by keeping the Ctrl key pressed or simply check the box in front of each employee.

3.Click on the button. It will start to flash.

4.You will be able to access a general view of the certifications. The filter helps you to navigate more easily.

Create a grouped certification

5.You can add certifications by clicking on .

6.Follow the steps in creating a certification.

7.Validate.

Generate a mass-mailed document for certifications

8.Switch to Complete view and click Generate a document.

9.Follow the steps involved in generating a mass-mailed document.

10.Validate.