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Managing Qualifications ​

Record extra certificates against staff drivers, volunteer drivers, trainers, and passenger assistants. DBS, right to work, and First Aid stay on the staff record. Use this page for other qualifications your organisation uses, then add them on each staff record with an optional expiry date and document.

Expired qualifications show as alerts. They do not stop you assigning that person to bookings.

Set up qualification types ​

  1. Go to Settings.
  2. Click Qualifications.
  3. Click Add from library, search for a qualification (for example MiDAS), and add it — or click Create custom to define your own type.
  4. For a custom type, enter a Name, optionally add a Description, and optionally set Typical validity in months. When you add this type to a staff member, the expiry date is filled as today plus that many months. You can still change it. Leave it blank if the qualification does not expire.
  5. Click Create (custom types only).

Library entries copy their name, description, and typical validity into your organisation. You can edit the team copy later without changing the shared library.

You cannot delete a type while any staff member still has that qualification. Remove it from staff first.

Open a type to see Staff who hold it. Each row links to the staff record and shows the date it was added, the expiry date, and status. You can add, edit, or remove the qualification from that tab.

Add a qualification to staff ​

  1. Go to Operations > Staff & Volunteers.
  2. Open the staff member.
  3. Open the Qualifications tab.
  4. Click Add qualification.
  5. Choose an existing type, or search for a qualification from the library (shown as from library) to add it to your organisation and this person in one step. If the type has a typical validity, Expiry date is filled automatically. You can change it, or leave it blank if the qualification does not expire. Optionally upload a Document.
  6. Save.

Each staff member can hold a type once. To renew it, edit the existing row with a new expiry date and document.

Expiry warnings ​

Qualifications with no expiry date stay valid. When an expiry date is set:

  • Expires in N days appears on the table within 30 days of the date.
  • Expired appears after the date.

The staff Details tab warns when any qualification has expired or is expiring soon. Alerts lists staff with expired or expiring qualifications and opens Staff & Volunteers with the Qualification issues filter on. The dashboard Members widget shows the same count and link.

Report ​

Print or export a list of held qualifications from Insights > Reports > Staff Qualifications. The report is grouped by qualification type. Each section has a summary (holders, expired, expiring soon, and no expiry) and lists the staff who hold it.