Today we’re looking more closely at the must-have tools to track compulsory staff training or qualifications. With these in place, keeping on top of mandatory qualifications or CPD points will be a breeze, and you can worry less about compliance breaches flying under the radar.
1. Qualifications dashboard
This is your control room for keeping on top of mandatory staff training. With a qualifications dashboard available, you’ll be able to see the compliance “health” of your whole organization at a glance. A good dashboard should highlight what percentage of your organization is compliant, which individual qualifications are expiring soon and any that may already be expired. The good news is, once you have this in place, you’ll find those expired qualifications dropping, as you’ll now have the visibility to follow them up before they expire.
intelliHR’s qualifications dashboard works by pulling in all of your training records automatically, so you can see an overview instantly and on-demand. Our favourite part though? You can then click through on any outstanding qualifications and follow them up with the team member straight away, while keeping a record of every action.
Team members are also able to self-service by uploading their own qualifications and updating expiring qualifications when needed. This helps keep all mandatory qualifications up to date proactively while reducing the burden on HR!
2. Qualification groups
Say you’re running a medical clinic; there’s a diverse set of job roles on your team. From the General Practitioners to the HR Manager (who is also the Fire Warden), and the Cosmetic Injectors to the Accounting team – all of these groups require very different licenses and qualifications to do their job safely and accurately (and legally).
This is where qualifications groups can help you manage large headcounts or diverse job roles easily. You’ll be able to create groups based on licenses or qualifications required across a section of your workforce and add relevant team members to them.
You’ll then be able to cross-filter your qualifications dashboard by groups or standalone qualifications. As an added bonus, it helps streamline the onboarding process by saving you from re-entering the same requirements across multiple people in the same role, and helps minimise anything being missed.
3. CPD points tracking
Our final must-have is a tool to track Continuing Professional Development (CPD) points. Depending on the various fields your people may work in, they may need to earn a certain number of CPD points per quarter or per year to stay accredited. When you have a range of roles in your organization, this can become difficult to manage. Likewise, if you’re an accounting or law firm, you’re going to have a lot of CPD points to keep track of!
Many of the organizations we speak to have resorted to tracking these in a spreadsheet, but as we all know, this isn’t an ideal solution. Not only is the data unreliable, but it’s a highly manual process, and difficult to keep updated and accurate across a whole team.
When you have a tool to track CPD points for you, you can allow staff to record their own CPD points, and have everything centrally recorded in a single source of truth. You’ll also be able to easily drill down to see each team member’s aggregated total, as well as allow them to check their own at any time. And the best part, when you need to provide evidence of all your CPD points being up to date, it’s as simple as exporting this data in a click.
One final tool that is useful to track and plan staff training we want to mention is skills. This feature enables staff to tag themselves with certain recognised skills within the business.
This has a number of benefits:
- team members can easily locate someone with a skill they need to access
- leaders can find relevant people to delegate tasks to
- cross-functional teams can be established, and
- skills gaps can also be easily identified.
This tool is particularly useful in teams with a high proportion of technical workers, like engineering firms or software companies.
On top of being able to tag people with their skills, a robust tool should also be able to record skill-levels. This allows you to see how advanced an individual’s skill is, or if there is a skill they don’t currently have but would like to develop. This tool is extremely powerful for developing your staff, and discovering skills that exist (or can be trained) in-house, as opposed to investing in new hires for every new role or task.