WagelochUser Guides

Qualifications

4 min read

Qualifications

Use Qualifications to track staff credentials, renewal dates, and qualification-based rostering needs.

Before you start

  • You need access to Settings in Wageloch.
  • If renewal tracking is required, decide how many weeks before expiry notifications should be shown.
  • If you use document-linked qualifications, confirm Wageloch HR is available for your site.

Create a qualification

  1. Sign in to Wageloch.
  2. Open Settings.
  3. Select Qualifications.
  4. Enable Use Qualifications.
  5. Click Create.
  6. Enter a qualification name (for example, First Aid).
  7. If needed, enable Requires Renewal.
  8. Set Show Notification __ weeks before qualification expires.
  9. Choose a colour.
  10. Click Done.

Create qualification and renewal settings

Capture Qualifications settings with Use Qualifications enabled, Create form open, and renewal notification fields visible.

Assign qualifications to staff members

  1. In Settings > Qualifications, locate the staff list.
  2. Tick the staff members who hold the qualification.
  3. Enter attainment and renewal dates where required.
  4. Click Done.

Assign qualification to staff list

Capture Qualifications staff grid with selected staff, attainment date, and renewal date fields.

Update dates or remove a qualification

  1. Open Settings > Qualifications.
  2. Find the staff member and qualification.
  3. Update attainment or renewal dates as needed.
  4. Or untick the qualification to remove it.
  5. Click Done.

You can do this in bulk for multiple staff members.

Update or remove qualification assignment

Capture Qualifications grid showing edited dates and an unticked qualification example.

Manage qualifications in staff cards

You can also manage qualifications per employee in Staff Information.

  1. Open Staff.
  2. Open the employee's staff card.
  3. Go to the Qualifications tab.
  4. Click ADD+ to assign a qualification.
  5. Enter attainment and renewal dates if required.
  6. Click Done.

INFO

If you use Wageloch HR, you can link qualification-related documents to staff records.

Manage qualifications in staff card

Capture staff card Qualifications tab with existing qualifications and ADD+ action.

Use qualifications in rosters

Qualifications can be used as a filter when allocating staff to shifts in Creating Rosters.

  1. Open Rosters.
  2. Create or open a roster.
  3. Add a shift row.
  4. Click the Q icon beside (Select Staff).
  5. Select the required qualification and click Done.
  6. Open (Select Staff) and choose from the filtered list.

Only staff with that qualification are shown for selection.

Filter roster shift by qualification

Capture roster shift row with Q icon, qualification selection modal, and filtered staff list.

Staff Portal: update qualifications

If your site uses the Staff Portal, staff can update their qualification details.

Staff: enable MFA

  1. Open the Wageloch Staff Portal.
  2. Sign in with Staff Portal/Mobile App credentials.
  3. Open the account menu (initial icon) and select Manage your Staff Portal User Account.
  4. Under Security, enable Multifactor Authentication.
  5. Scan the QR code with an authenticator app.
  6. Enter the 6-digit code from the app to confirm.

IMPORTANT

Use an authenticator app (for example Google Authenticator, Microsoft Authenticator, or Authy). Scanning with phone camera only can produce a one-time code that will not work for ongoing sign-in.

Enable MFA in staff portal account

Capture Staff Portal account security page with Multifactor Authentication enabled and QR setup prompt.

Staff: update qualification records

  1. In Staff Portal, open My Info.
  2. Enter the 6-digit authenticator code if prompted.
  3. Open Qualifications.
  4. Click ADD and select a qualification.
  5. Enter attainment and renewal dates as needed.
  6. Click Save My Info.

Staff portal qualification update flow

Capture My Info Qualifications section with ADD action, date fields, and Save My Info button.

Report: Staff with Qualifications

Use this report to review qualification status across staff members.

  1. Open Reports.
  2. Go to Reports.
  3. Under HR Reports, select Staff with Qualifications (C001B).
  4. Set display preferences and department filters as needed.
  5. Run the report and use Export to download CSV.

Run staff qualifications report

Capture HR Reports list with Staff with Qualifications (C001B), filters, and Export action.

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