Certification Setup

The Certifications feature in TimeSimplicity tracks employee credentials for working certain Positions.
 
For example, if an employee needs to have their CPR certification to work in the "lifeguard" Position, then:
  • "CPR" can be set as an employee Org Code and tracked with an expiration date
  • Managers can receive an alert when that CPR certification is approaching its expiration date
  • Employees with an expired CPR certification cannot be scheduled as a lifeguard
This article explains how to setup Certifications for your client.

Before You Start

  • Certifications should be enabled at the time of provisioning an account; it must be enabled by SwipeClock. If you did not request Certifications at the time of provisioning, please contact technical support.
  • Talk to your client about the Positions that require a certification and the type of certification. In the TimeSimplicity structure, "Certifications" will be an Org Level and the type of Certification (i.e. CPR, Armed, CDL) will be the Org Codes within that Org Level.

1 – Create "Certification" Org Level

Follow these steps to create the Certification Org Level. The Org Level is basically the structure that contains the certification codes:
 

Creating Certifications
as an Org Level
  1. Click Company Rules > Organization Levels
  2. Click Add
  3. Configure the Org Level (see image on right)
    • Code = Certification
    • Enabled = checked
    • Validation = Employee
    • Expiration Alerts = YES
  4. Click Save
  5. From the list of Org Levels, select the Certification row by clicking anywhere on the row other than the Name of the Org Level.
  6. From the top menu ribbon, select Organization Options > Assign Employee Level.
  7. Select Employee Level 2 as the Associated Level. If there is already an Org Level assigned to Employee Level 2, you will need to un-assign that level before proceeding or, choose a different Employee Level.

2 – Set the "Certification" Org Level in Schedule Options

Next you will need to tie the newly created Certification Org Level to your Schedule Options.
 

Designating the Certification Level
in Schedule Options
  1. Click Company Rules > Company > Schedule Options I tab
  2. On the left will be a dropdown titled Certification Employee Level. Select Certifications from the dropdown.
  3. Click Save.

3 – Add Certification Codes

Now that you have added the Certifications Org Level, you will need to create Certification Codes for the types of certifications. The process is similar to adding Position or other Org Codes in TimeSimplicity.
 
If you are integrated with TimeWorksPlus, it is possible to map an Employee Setup field to Certifications and populate the codes through the integration. This process will also assign the Certification Codes to employees, but it will not add expiration dates.
 
To manually add certification codes in TimeSimplicity:
  1. Click Company Rules > Organization Codes > Certifications tab
  2. Click Add
  3. Configure the code
    • With a Code and Description
    • Set to Enabled
    • Alert Class is where you choose a rule for alerting managers regarding certificate expiration. If you choose Default, it will use the designated default alert rules.

      NOTE: Alert Rules can be created after you have added Certification Codes. Once the rule is created, you can return to this page and edit the Certification Code to designate its alert rule.
       
    • Allow Schedule if Certification Expired, when set to "NO", prevents scheduling an employee with an expired certification. This will only apply to shifts where the Position requires a certification; the employee could still be scheduled to a non-certified Position.
    • The remaining options do not apply to this process.
  4. Click Save & Close or, Save & Add New if you want to add another code.

4 – Tie Certification to Positions

This step ties a Certification Code to a Position Code. Once this is done, any schedule for this Position will require an employee to have their certification current.
 
To tie a Certification to a Position:
  1. Click Company Rules > Organization Codes > Positions tab
  2. Click the Code/Name of a Position that requires a certification
  3. Click Add near the bottom of the tab in the Certification area
  4. Select a certification code and click Add & Close, or Add if you need to add additional certifications to this position. NOTE: The "effective" and "expiration" date fields dictate the dates for which the certification is required for the Position, it has nothing to do with the employee's certification expiration.
  5. Once you have completed adding the codes, click Save & Close on the Position page to complete the process.

Adding a Certification requirement to a Position

5 – Adding Certification Codes to Employees

The process for assigning employees Certification Codes with expiration dates is the same as assigning any Org Code to an employee. See the article Org Codes for more details on that process.
 
If you are using the TimeWorksPlus integration to populate Certification codes, keep in mind that it will not populate expiration dates. That needs to be done manually or through a data exchange import.

What About Alerts?

For information on setting alert rules that notify a manager when a certificate is expiring, please see Certification Alerts.
 

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