Managing employee documents is a constant challenge. Expired licenses go unnoticed, certifications lapse, and tracking down missing paperwork wastes valuable time. As your intelligent HR assistant, Chronotek Pro transforms this document chaos into automated simplicity.
Overview of Positions, Skills, and Documents
Chronotek Pro uses three interconnected components to manage documents and certifications:
Positions - Job titles that employees hold (e.g., Janitor, Security Guard)
Skills - Groups of requirements needed for positions (e.g., Onboarded, CPR Certified)
Documents - Actual paperwork and certifications (e.g., W-4, Driver's License, CPR Certificate)
These components work in a hierarchical structure:
Positions require specific Skills
Skills require specific Documents
When you assign a Position, the system automatically tracks all required Skills and Documents.
How These Components Work Together to Track Employee Certifications and Expirations
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).
Setting Up Your Document Framework
Step 1: Create Positions
Navigate to Settings > List Management > Positions
Click the + button to Add Position
Enter the Position name
Assign the appropriate staff-level role
Save
Common position examples by industry:
Building Maintenance: Cleaning Technician, Floor Tech, Window Cleaner
Security: Armed Guard, Unarmed Guard
Schools: Admissions Director, Student Advisor, Bus Driver
Swimming Pools: Head Lifeguard, Swim Instructor, Lifeguard
Step 2: Create Skills
Click on Skills (under Positions)
Use the + button to Add Skill
Name the Skill
Save
Common skill examples:
Onboarded
Cleaning trained
Floor trained
Firearms trained
CPR certified
First Aid certified
Step 3: Create Documents
Click on Documents
Use the + button to Add Document
Name the Document
Choose document type (Employee or Job-related)
Set requirements:
Required for Skill
Requires attachment
Requires expiration date
Save
Common document examples:
Employee Documentation:
W-4
I-9
Company Handbook acknowledgment
Non-compete agreement
Concealed carry permit
Industry Certifications:
Driver's License
Armed guard registration
CPR Certificate
Swim instructor certification
Sanitation Certificate
ISSA Industry Certifications
Cleaning Industry Management Standard (CIMS)
Step 4: Build Position Templates By Linking Components
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.
Link Skills to the Position
Click on "Link Pos & Skills"
Select the Position
Click the + button "Link Skills to this Position."
Choose from the Available Skills
Click the right arrow to move Skill to Selected Skills and save
Now, you can see from the Positions list that Janitor has a couple of Skills linked to it.
Link Skills and Documents
Click on "Link Skills & Docs"
Select the Skill from the list
Click the + button to "Link Documents to this Skill"
Choose the docs from the Available Documents list
Click the right arrow to move them to Selected Documents and save.
Once your components are linked, Chronotek Pro takes over. As employees are assigned positions, their required skills and documents are automatically tracked, keeping you audit-ready without the stress of manual tracking.
See how to set up Onboarding documents for people.
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