Qualifications can be applied to employees, sites and services to ensure that your Schedule is complete with qualified employees for all shifts.

In this article, we'll discuss the following about qualifications in Schedule Xpress:

Qualifications tab in employee, site and services forms

Applying qualifications to profiles

Adding new qualifications

Deleting a qualification

Qualifications in Manage people

Expiring qualifications

How do qualifications affect your scheduling?

If you don't see qualifications under employee and site profiles, then you'll need to add them in to the relevant form.

Note: Qualifications under the Service form will always remain.

You can head to Settings > Branch defaults, and you'll see Employee form and Site form.

To ensure that the Qualifications tab is available in the employee and site profiles, you'll need to ensure it's selected inside these forms as sections to display.

If it isn't visible under this section, click the dropdown and select it.

This will now appear in the employee and site profiles.

Qualifications can be applied in the following 3 ways:

To apply a qualification, choose an employee, site or service and head to the Qualifications section.

Press Add qualification.

A new section will open, allowing you to choose the qualification, it's effective date and expiry date.

Note: You aren't required to input an expiry date.

Press Save to apply the qualification.

It's important to note that in order for an employee to work a shift at a site or for a service with a qualification attached, they must have matching qualifications otherwise you will receive a warning when trying to schedule them.

Read more about warnings in relation to qualifications.

To remove a qualification, click the X listed next to it.

If you want to add a new qualification that can be applied to an employee, site or service profile, you can do this in Schedule Xpress.

Head to either your Manage sites or Manage services, and select a site or service. Then go to the Qualifications section of the profile.

First, ensure that the General qualifications toggle is set to Yes.

Then, open up the General qualifications dropdown.

You'll see that you can type to search or create new.

So when you're looking at creating a new qualification, type the name you want it to be listed as, and click where it says create new qualification.

This will then apply the newly created qualification to the site/service. If you don't want it to remain under the site/service, you can remove it.

Note: The new qualification can also be applied to an employee profile.

You can also Add a new qualification in eTime Xpress under Configuration > Codes Maintenance > Qualifications code.

Press Add, enter a Code and then Description. For example, a Code would be SPAN and the Description would be Spanish Fluent.

If you want to delete a qualification, making it no longer available for selection or invalid from a profile, you'll need to head to eTime Xpress.

Once inside eTime Xpress, go to Configuration > Codes Maintenance > Qualifications code.

You'll see a list of the same qualifications in Schedule Xpress, however, in eTime Xpress, you're able to select them and delete if required.

You can view employee qualifications inside an employee's profile, or in the Qualifications column. See below.

Note: If the employee has more than one qualification, you can click the 3 dots to show all qualifications.

To monitor expiring qualifications, you can use the Filter qualifications method in your Manage people section. You can choose to filter for employees whose qualifications are:

Press Apply once you've chosen a selection from the dropdown. Your search will present any employees with expiring qualifications, based on your dropdown selection.

Both Users (Admins) and employees can receive Expiring qualifications notifications to ensure that they're aware they may need to act on it in order for the employees to work shifts at the company.

Users will also receive a .csv file containing information on any expiring qualifications.

You can read more about it in our Settings: Expiring qualifications article.

When your scheduling, the most important impact that a qualification will have is a warning to highlight that an employee is not qualified to work a shift.

If you try to schedule an employee who isn't qualified to work at a site or a specific service, then you will receive a Failed Qualifications warning.

Note: It's also important to realize that you'll still receive this warning if the employee has the required qualification, however, the effective date of the qualification is later than the shift you're trying to schedule them for.

If your content with an employee working a shift they're not qualified for, you can press the 3 dots to the right, and Ignore all warnings and then Save.

If you don't want to bypass the warning, you'll need to Discard changes and find a qualified employee work the shift.

Autofill, Find replacement and Shift bidding all use Employee search rules to find a suitable fit for a shift.

If the requirements are set to Meet shift qualifications, then the employee will not be a candidate to autofill into a shift, replace another employee, or be invited to bid for a shift.

Self-Scheduling will be defaulted to meet shift qualifications, unless changed in eTime Xpress.

To change, go to your Visual Scheduler > File > Self-Scheduling Options > Save Options. In the Ignore column, Shift qualifications will currently be set to N for No. If you want employee to be able to self-schedule onto shifts they're not qualified for, update this to a Y for Yes.

For more information on anything relating to qualifications, please Contact Support now!