Qualifications can be applied to employees, sites and services to ensure that your schedule is fully competent.

Creating your schedule in Schedule in Schedule Xpress

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

How do qualifications affect your scheduling?


Adding Qualifications tab to employee, site and service forms

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.

If you go to Settings > Branch defaults, you'll see Employee form and Site form.

Employee form and Site form in Settings in Schedule Xpress

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.

Qualifications in Employee form in Schedule Xpress

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

Adding Qualifications in Employee form in Schedule Xpress

This will now appear in the employee and site profiles.

Qualifications under employee profile in Manage people in Schedule Xpress

How can qualifications be applied to profiles in Schedule Xpress?

Qualifications can be applied in the following 3 ways:

Qualifications in employee profile in Manage people in Schedule Xpress

Applying a qualification to an employee, site or service profile

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

Press Add qualification.

Add qualification in employee profile in Manage people in Schedule Xpress

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.

Add qualification in employee profile in Manage people in Schedule Xpress

Press save to apply the qualification.

Qualifications for employees must match site/service qualifications for them to be scheduled without a warning

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.

Removing a qualification from a profile

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

Removing qualification in employee profile in Manage people in Schedule Xpress

Adding a new qualification in Schedule Xpress

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.

Qualifications in services profile in Manage services in Schedule Xpress

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

Qualifications in services profile in Manage services in Schedule Xpress

Then, open up the General qualifications dropdown.

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

Create new in Qualifications in services profile in Manage services in Schedule Xpress

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.

Create new in Qualifications in services profile in Manage services in Schedule Xpress

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.

New qualification added in services profile in Manage services in Schedule Xpress

Adding a new qualification in eTime Xpress

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

Adding new qualification in Configuration > Codes Maintenance > Qualifications code in eTime Xpress

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

Adding new qualification in Configuration > Codes Maintenance > Qualifications code in eTime Xpress

Deleting a qualification

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.

Deleting a qualification in Configuration > Codes Maintenance > Qualifications code in eTime Xpress

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.

Deleting a qualification in Configuration > Codes Maintenance > Qualifications code in eTime Xpress

How do qualifications affect your scheduling?

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.

Failed Qualifications warnings

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.

Failed Qualifications warning in Schedule in Schedule Xpress

Bypassing a Failed Qualifications warning

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.

Bypassing Failed Qualifications using Ignore all warnings in Schedule in Schedule Xpress

How qualifications will impact Autofill, Find replacement, Self-Scheduling and Shift bidding

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.

Meets shift qualifications in Employee search rules in Settings in Schedule Xpress

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.

Shift qualifications set to Ignore and No in Save Options in Self-Scheduling Options in Visual Scheduler in eTime Xpress

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

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