Introduction

The video explains how to manage qualifications in GearLog. This process has three parts: deciding which qualifications your organization will track, adding and evidencing them for your users, and reporting and alerting for expiring or lapsed qualifications.

Definition of a Qualification

In GearLog, a "qualification" is defined as any check or measure you make on your staff. This includes:

• External Qualifications: Provided by a national body (e.g., Mountain Training in the UK).
• Internal Checks: Measures developed yourself, such as observations of new instructors.
• Documentation Checks: Insurance, DBS checks, or driving permissions.
• Examined Qualifications: Any necessary check or traditional exam you need to track.

Part 1: Deciding on Qualifications

To start, go to the Settings menu and select Qualifications.

• Filters: You can find qualifications based on Activity kind, External/Internal nature, Country, or Governing Body.
• Search: You can search specifically by the qualification name.
• Support: If a qualification is missing, message us to have it added.
• Enable: Once a qualification is found, you can enable it for your account to use it.
• Notes: You can include notes to provide context on how it is used in your organization.

Part 2: Applying Qualifications to Users

Add qualifications to individual user accounts by opening the user's profile and scrolling to the Qualifications section.

Setting Details

• Select the qualification and the awarding company/body.
• Set the Awarded Date and an Expiry Date (if applicable).
• Status: Use statuses like "Certificate Missing" if evidence has not yet been provided.

Evidencing and Approval

• Upload: Use the upload icon to attach a PDF or photograph of the certificate.
• Review: The status changes to "Pending" once evidence is attached. After review, you can manually change it to "Fully Approved."
• Bulk Assign: Use the importer tool to assign qualifications to many users at once.
• Permissions: Decide if users can manage their own records or if access is restricted to HR/Administrators (on the User Accounts page on the settings menu).

Part 3: Reporting and Alerting

The Reports menu includes a dedicated section for qualifications.

• Compliance Tracking: Reports list the user's name, qualification type, and key dates.
• Visual Alerts: Qualifications nearing expiration will appear in red.
• Email Notifications: Enable alerts in your account profile settings to receive advance notice of upcoming expirations.