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Automatically Track Certifications and Expirations
Automatically Track Certifications and Expirations

Be ready for the auditor. Use Positions-Skills-Documents to stay up-to-date.

CustomerCareTeam avatar
Written by CustomerCareTeam
Updated over a year ago

Although you may have documents in an applicant system, receiving notifications when individuals lack the necessary certifications and when their licenses expire is essential. Chronotek Pro is your HR assistant.

Use Positions to quickly assign what Skills and Documents people must possess.

documents and skills of your employees

Company Default Setup

Positions

List your company’s Positions to which people will be assigned. You might think of these as their title. Each Position has the Chronotek user Role (admin, manager, employee) assigned to it. A person holds one position at a time.

Position Examples:

  • Building Maintenance industry: Cleaning Technician, Floor Tech, Window Cleaner

  • Security Industry: Armed Guard, Unarmed Guard

  • Schools: Admissions Director, Student Advisor, Bus Driver, Student

  • Swimming Pools: Head Lifeguard, Swim Instructor, Lifeguard

Skills

List Skills needed to perform any job within the company. (Linked later)

Skill Examples:

  • Cleaning trained

  • Floor trained

  • Window trained

  • Firearms trained

  • CPR

  • Onboarded

  • Offboarded

Documents

Identify the documents your company collects or tracks. Most Documents serve as certifications for Skills – proof of the skill. Assign a Document Name and a Type (i.e., employee, job)

Mark as :

  1. Required for the Skill it is assigned to

  2. Requires Expiration Date

  3. Requires an Attachment (we do not recommend posting sensitive documents to the internet. Adding the doc notes that you put the document on file.)

Document Examples:

  • Driver’s License

  • Company Handbook

  • Employee non-compete

  • W-4

  • I-9

  • Concealed carry permit

  • Armed guard registration application

  • CSPP – Certified Security Project Professional

  • Swim instructor certification

  • Swimming and Water Safety

  • Blue Cross

  • First Aid Certification

  • CPR Certification

  • AED Certification automated external defibrillator

  • BLS Certification basic life support

  • Sanitation Certificate

  • ISSA Industry Certifications

  • Cleaning Industry Management Standard (CIMS)

  • CIMS Certification Experts (C.C.E.)

  • Cleaning Management Institute (CMI)

  • Clean Standard: K-12

Now let Chronotek Pro do the heavy lifting...

Make Your Company Templates for Position Requirements

When you add new people and assign their Position, all the associated Skill types and those skills’ associated Document types are assigned to the person by default.

Examples:

  • An employee who is a floor tech (position) needs to be trained in floor care (skill) which requires a floor care certificate (document).

  • An employee who is a bus driver (position) needs to be a driver (skill), which requires a driver’s license (document with an expiration date).

  • An employee who is a lifeguard (position) needs to know life-saving (skill), which requires a Swim and Water Safety certificate (document).

Here is how you make that happen:

Link Positions & Skills

Assign ‘Required’ Skills to a particular position or positions.

· Select the Position (click the row)

· + to Add. Move the ‘Available Skill’ to ‘Selected Skill’

Note: Skills can be defined that are not associated with Positions.

Link Skills & Documents

Assign ‘Required’ Documents to each Skill.

· Select the Skill (click the row)

· + to Add. Move the ‘Available Document’ to ‘Selected Document’

Note: Documents can also be defined that are not associated with Skills.

See how to set up Onboarding documents for people.

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