Recording Team Member Qualifications

Availability: all plans

Qualifications are the record of what each person on your team is trained and licensed to do. For every team member you can save their trades, their skills with a proficiency level, their credentials and their licenses. This guide covers how to record them for someone else, how a team member sees their own record, and how to submit a license or certification for your business as a whole.

Before you start

Qualifications are included in every plan. Recording them for a team member needs permission to manage qualifications, which is normally held by a provider administrator or an operations manager. You can record qualifications for other people, but not for yourself: when you open your own record, the page is read-only. Have the details to hand: the trades the person works in, the credential or license type, the issuing authority, the jurisdiction, the number, and the issue and expiration dates.

Steps

To record qualifications for a team member:

Open Team Members and choose the person.
On their details page, choose Manage Qualifications. The page is titled Member Qualifications with the subtitle "Record trades, skills, licenses, and credentials for this team member".
Under Trades, tick each trade the person is qualified in. For each ticked trade you can pick Primary trade and fill in Effective from and Effective through dates.
Under Skills, tick the skills you want to record. Skills only appear for trades you have ticked. For each skill choose a level of Developing, Proficient, Advanced or Expert, and enter the years of experience.
Under Credentials, choose Add credential. Pick the Credential type, then fill in Issuing authority, Jurisdiction, Credential number, Issue date and Expiration date. Use Remove to take a credential off the list.
Under Licenses, choose Add license and fill in the same details, starting with License type.
Choose Save qualifications. You see "Member qualifications saved." Choose Cancel to leave without saving.

The save replaces the person's whole record with what is on the page, so anything you leave unticked or remove is taken off their record.

To see your own qualifications, open your own entry under Team Members and choose View Qualifications. You see your trades (with start and end dates), skills with their level, and credentials and licenses with their expiry. If something is wrong, the page asks you to contact a provider administrator or operations manager.

To submit a license or certification for the business itself, open Settings and choose Qualifications. Under Submit a license or certification, pick a Credential type or License type, enter the Issuing authority, Jurisdiction, License or credential number, Issue date and Expiration date, then choose Submit for review. Submissions stay pending until ServiceVisit reviews them, and they are listed under Submitted qualifications. This page needs permission to manage provider settings.

Tips

Tick the trades first. The skills list is filtered to the trades you have selected.
Record an expiration date on every credential and license so the record shows when it lapses.
Set Effective through on a trade for someone who is only qualified for a limited period.
When a credential is renewed, update its dates rather than adding a duplicate.

If something goes wrong

If you see "Qualifications could not be saved. Check that each selected option is active.", one of the options you chose is no longer available. Pick a current option and save again. If the business submission shows "The qualification could not be submitted. Check the type and details, then try again.", check the credential or license type and the dates. If Manage Qualifications reads View Qualifications for you, you either lack permission to manage qualifications or you are looking at your own record.

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