HS Staff: Assigning and Editing Certifications

Overview

Certifications in HotSchedules allow managers to track employee certifications and expiration dates. Certifications can also be used to determine whether an employee can be scheduled for certain schedules, jobs, or positions.

Managers with the appropriate permissions can assign and manage certifications for individual employees from the Staff List or review employee certifications from All Staff Certifications.

This article covers both methods.

Note: The certifications available to assign are determined by your organization's HotSchedules configuration.

Assign a Certification from the Staff List

Use the employee's profile to assign or remove certifications for an individual employee.

1. Navigate to Staff > Staff List.
2. Select the employee's name.
3. From the Details tab, locate the Certifications section.
4. Select the Select Certifications dropdown.
5. Select the checkbox next to each certification you want to assign to the employee. To remove a certification, clear its checkbox.
6. After making your selections, click outside of the dropdown.

Fig. 1 – Select certifications for an employee

If any of the selected certifications require additional information, the Enter Certification Expiration Dates window displays.

7. Enter the Employee Certification ID, if applicable.
8. Enter an Expiration date for certifications that require one. Certifications that do not expire display No Expiration.
9. Select Add Certifications.

Fig. 2 – Enter certification details and expiration dates

The selected certifications are added to the employee's profile.

Manage Certifications from All Staff Certifications

The All Staff Certifications page provides a centralized view of employee certifications. From this page, you can review certification assignments, certification IDs, expiration dates, and what occurs when a certification expires.

To update an employee's certification:

1. Navigate to Staff > All Staff Certifications.
2. Locate the employee whose certification you want to update. You can use the available search and filter options to narrow the list.
3. Select the employee's name.

Fig. 3 – All Staff Certifications

The employee's certifications window displays.

4. Locate the certification you want to update.
5. From this window, you can:
   • Select or clear a certification to assign or remove it.
   • Enter or update the Employee Certification ID, if applicable.
   • Enter or update the Expiration Date, when applicable.
6. Select Save Changes.

Fig. 4 – Update an employee certification

Important: Unlike changes made from an employee's profile, changes made from All Staff Certifications must be saved by selecting Save Changes.