Overview
This feature allows personnel to view their individual training profiles, including their training records, certificates, and the ability to start eLearning directly from their profile.
Personnel with access will have view-only permissions for their profiles.
Granting access to personnel profile
Edit the personnel profile, and toggle on “Allow employee to view their profile”
Who can use this feature?
Plan: Available to all Training Register customers at no extra cost.
User permissions: personnel editors can grant personnel access.
Employees only: This feature will be available to personnel marked as "Employee." Subcontractors will not be able to view their profiles.
How do I enable personnel to access their profiles?
You need to be a personnel editor or admin to grant someone personnel profile access.
Head to the Training tab > Personnel
Navigate to a personnel profile > "Edit details"
Toggle on “Allow employee to view their profile”
Save changes
Please ensure the personnel has an email address added to their profile.
Once you toggle access on, and save changes:
They will be sent an invitation email so they can log in and view their profile.
They will need to set up a password for future logins.
Once the invite is accepted, you'll see this on the profile.
Revoke access anytime:
To withdraw access, edit the profile again, and un-toggle the profile access option.
What can personnel see?
Personnel with access will have the following capabilities:
View only their own training profile.
Download an individual training report directly from their profile.
Access is mobile-friendly for convenience.
What can personnel vs users do in HandsHQ?
A user is someone who can access all or part of your HandsHQ account. Your account admin sets up users in Settings > Users. Depending on their permissions and the products you use, users can, for example, create and edit RAMS or manage and book training.
Existing users can automatically see their training profile in the top-right corner menu. You do not need to grant them access to this.
A personnel with access to view their profile can only see their own personnel page. It’s view-only access, and they won't be able to amend anything.
FAQs and troubleshooting
Who can grant personnel access?
Who can grant personnel access?
Only users with personnel editor permissions.
Does it count towards my personnel or user allowance?
Does it count towards my personnel or user allowance?
No - granting personnel access to view their own profile does not count toward your personnel allowance or user allowance.
Does adding personnel to a project automatically give them access?
Does adding personnel to a project automatically give them access?
No, access must be manually toggled on when creating or editing personnel profiles.
Where is the profile view located?
Where is the profile view located?
Personnel-only view: can only see their own training profile when they log in.
Users with access to other areas of HandsHQ: can view their training profile in the top-right corner menu.
I'm getting errors when granting access (e.g. email already taken)
I'm getting errors when granting access (e.g. email already taken)
There are a few possible causes:
User email already exists: this email address is already used for another account. This can be in your own account, or with another HandsHQ customer.
Try using another email, or contact support.
Personnel email is already used: the email is used for an existing personnel profile, most likely in your account.
Try using another email, or contact support.
I can't see the button to grant profile access
I can't see the button to grant profile access
There are a few possible causes:
Permissions: You must have personnel editor access as a minimum
Multiple divisions: you may be viewing the profile from a division where you don't have personnel editor access. Try switching divisions.
Team managers: cannot grant profile access.
Training register subscription: your account does not use the Training Register feature. Check which division you're in if you use both RAMS and Training Register.
Feature not enabled: contact your account manager/support team
If you believe you should see the button but can't, please contact our support team for assistance.
The grant access button isn't working
The grant access button isn't working
If you hover over the disabled button, the tooltip text will guide you towards the issue:
Possible causes:
"An email address is required for the employee": you need to add an email address to be used for the login first.
Personnel type is subcontractor: only personnel marked as "employee" in HandsHQ will have the ability to view their own profile.
"Personnel is already a user": This person already has a user login to HandsHQ, to create RAMS or manage training.
Users are automatically granted access to their own profiles.
To manage their access, head to Settings > Users instead.
