Companies Page
The Companies Page in the People Module can be accessed from the Main Menu. It is comprised of two tabs: the Companies Tab and the Create Company Tab.
The Companies Tab on the Companies Page
The Companies Table on the Companies Page shows a list of companies that have been created, along with a clickable URL, If applicable. A URL associated with the company will display in the right column. If no URL has been added, the URL cell for that company will be blank.
Your company may choose to use the Company table to identify locations, branches, etc. This allows the differentiation of required certifications for each unique "Company" Specific Certification Role.
Clicking on the name of a Company will open the specific company's Details Page that displays the Company Roles with any included descriptions of the Certification Roles. If no description was added, the description cell for that role will be blank.
The Certification Role Name in the Company Roles Table is a clickable link that will open the Assigned Users Tab on the Roles Page.
Both a company's information and company roles can be edited directly from a company's specific Details Page.
How To: Edit Company Information
To edit company information (its name, URL link, Information, or tags), open the Companies Tab on the Companies Page in the People Module from the Main Menu.
Clicking on the name of a Company will open the company's Detail Page that displays the Company Roles with their description.
Select the “Edit Company” button to open the Edit Company: (Company Name) Page.
You can now make any desired changes to the Company Name, URL, Descriptive Information, or Tags.
Select “Submit” to save the changes and return to the company's Detail Page with the altered inputs now showing.
Click “Cancel” to return to the company's Detail Page without saving any changes.
How To: Delete a Company
To delete a company, open the Companies Tab on the Companies Page in the People Module.
Clicking on the name of a Company will open the company's Details Page that displays the Company Roles with their description.
Select the “Edit Company” button to open the Edit Company Page.
The original company cannot be deleted. This is a system-constraint.
Click “Permanently Delete Company” from the bottom right-hand corner to permanently delete the company, opening a Deletion Confirmation Modal.
The modal states “This cannot be undone! Are you sure you want to delete this company and the roles associated with it?” Click the “OK” button to permanently delete the company.
How To: Define the Certifications Assigned to a Company's Certification Roles
To define the certification roles associated with a specific company, select Companies in the People Module from the Main Menu opening the Companies Page. Click on the name of the company whose roles you want to define in the Companies Table.
Clicking on the name of a company will open the company's Details Page that displays the company's certification roles with their description.
Select the “Edit Company Roles” button to open the Company Roles Description Table. A certification role can be assigned to different companies. The Company Role description allows you to customize the description of the certification role for that specific company.
If a Certification Role has not yet been defined, clicking “Define Role” in the Company column will open the company's Define Role Page.
Optionally input a description of the new role in the textbox.
Role requirements are shown on the Role Info Tab on the Roles Page. Any specific requirements for the certification role can be added. Clicking the “Add Requirement” button opens a new text box, allowing for unlimited Role Requirements. These Role Requirements serve as guidance for adding new users to a particular Certification Role; there is currently no mechanism in KAStrack that further defines the criteria of these requirements or enforces them.
Select the desired tags for additional filters.
Certification Roles can be tagged for filtering purposes; however, Certification Roles currently do not honor the permissions for Permissive and Restrictive tags and will instead behave as if they’ve been tagged with Open tags.
If competency tracking is enabled for your KAStrack installation, the next section will allow definition of the Competency Settings for the Certification Role.
How To: Define Competency Settings for a Role
If competency tracking is enabled for your KAStrack installation, you can define the Competency Settings for a Certification Role while creating or editing the role. Competency allows your organization a way to track users’ fitness / competence to be assigned to a particular role. This provides a way to ensure users meet the necessary requirements and standards to perform the role they're in.
To enable Competency tracking for a Certification Role, click the checkbox next to “Require competency for this role”.
Next, choose whether to “Use default certificate” or “Add custom certificate” for Competency evaluation. Using the default certificate will assign a system-generated evaluation worksheet to be filled out when the assigned user’s competency requirement is being completed. If you’d like to use a different certificate for this purpose, choose “Add custom certificate” and then select the “Choose File” button underneath it and upload the desired file.
When editing Competency Settings after a custom certificate has been selected, these options change to allow selection between the default certificate, the existing custom certificate, and adding a new custom certificate.
If the competency expires after a certain amount of time, click the checkbox next to “Competency expires”. This allows you to define the “Duration role competency is valid” and “Email lead time before roles competency expires”. The duration the competency is valid refers to the time until the competency expires. The email lead time refers to the warning period given to the user before their competency has expired. Fill in a numerical value next to each field, and choose the time period of either years, months, weeks, or days. To ensure the user is properly alerted that their competency is expiring soon, make sure that the “Email lead time” value is sooner than the value for the “Duration role competency is valid”.
Privacy settings on the Competency allow you to hide competency for this role from various reports and/or users with specified People Module Levels. Click the checkbox next to any options you’d like to hide the role competency from. If choosing People Module Levels, users with only those Module Levels will not see the role competency when viewing reports that include it, and also will not see it as a required action If they are assigned to this Certification Role. If you’d like to hide the Competency from inclusion in any shared reports or QR reports, regardless of a user’s People Module Levels, select those options.
Selecting a People Module Level in Privacy hides the Competency from users with only that Module Level. If a user has multiple People Module Levels, they may still see the Competency unless the Competency is hidden from all of those Module Levels.
How To: Record a New Competency Certificate
Competency tracking allows your organization a way to track users’ fitness / competence to be assigned to a particular role. This provides a way to ensure users meet the necessary requirements and standards to perform the role they're in. When competency tracking is enabled for your KAStrack installation, you can set up individual Certification Roles to track competency by defining competency settings in the Certification Role's Details Page.
Define Competency Settings for a Role
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Once a Certification Role has Competency settings defined, there are three ways that the Competency can be marked complete for a user.
Recording Competency Certificates from an individual User's Page
Employees, their Supervisor(s), and site Admins can record Competency Certificates by visiting an individual User's page in the People Module.
For an Employee looking to record their own Competency Certificate, click on People, then My Account, then Certification Roles from the Main Menu to access the Manage Roles/Certifications tab of the User page.
For a Supervisor or Admin looking to record Competency for another user, click on People, then Users from the Main Menu, then click on the name of the user you wish to record Competency for.
Once on the Manage Roles/Certifications tab, you will see the Certification Roles and Other Required Certifications tables. If the user is assigned a Certification Role that has Competency required, this will be indicated in the Certification Roles table by a star icon next to the Certification Role's Name in the Required Role column. The Competency column of the table will show a status message, an Expiration Date will be provided in the Expiration Column (if an approved submission already exists), a Certificate Template can be printed from the Certificate column (this may take a few minutes), and you can record the new Competency Completion from the Submit Column. Thus, to record a new Competency Completion for the associated Role, click the Add Competency button in the Submit column.
Clicking Add Competency launches the Add Competency to Required Role page for the user. Fill in the fields on the page, including who has approved the completion and the Date Completed. If the competency expires, an expiration date will be filled in automatically for the user. If this expiration date is not acceptable, you can change it to a sufficient expiration date. If a Competency Certificate is required for completion, then select the Choose File button to upload the completed Certificate file.
Hit the Add Competency button, and the completion will be submitted. This will redirect to the specific Role Page for this user, and show a summary of the Competency Completion submission.
If submitted by an Admin or Supervisor, the Competency Completion will show as approved.
This is also reflected in the overall Certification Roles table for the user from the Manage Roles/Certifications tab.
If the Employee has submitted their own Competency Completion, the status will show as "Submitted for approval".
An Admin or Supervisor can then review the Competency Completion by going to People, then clicking Submissions, then Pending Approvals from the Main Menu. Competency Completions pending approval are shown in the bottom table, "Competency Certificates Submitted For Approval".
Click Approve to Approve the submission, or Decline if there are issues with the submission. If you select Decline, a modal appears allow for input of a message to the user of why the submission was declined.
The user will see this message in the specific role page associated with that Competency.
Recording Competency Certificates from the Roles Page
A Supervisor or site Admin can record Competency Certificates by visiting the Roles page of the People Module.
To do this, click the "View/Edit (#)" link for the particular Certification Role with Competency under its associated Company.
This launches the Roles page for this specific role. From the Assigned Users tab, locate the filtered matrix table of users assigned to this role. If Competency is required for this role, a star will be visible in the cell for users assigned a Competency requirement.
Click on the plus button next to the role name in the column heading for the matrix, or on a particular cell, to expand the table. When competency is enabled, the first column after assigned users' names will be a column for the Role's Competency, followed by columns for Certifications required by that Role. To record a new Competency Completion, click the cell for the user you wish to record Competency for.
This will launch the Competency modal for this Assigned User. Click the Add Competency button to Add Competency as described in the section above.
After completion has been submitted and approved, you will be redirected to the specific Role Page for this user, and show a summary of the Competency Completion submission.
Recording Competency Certificates from the People Matrix
A Supervisor or site Admin can record Competency Certificates by visiting the Matrix page of the People Module.
This launches the Matrix page for all Certifications Roles and associated users. Locate the full matrix table of users and their associated Certification Roles. If Competency is required for a role, a star will be visible in the cell for users assigned a Competency requirement.
Click on the plus button next to the role name in the column heading for the matrix, or on a particular cell, to expand the table. When competency is enabled, the first sub-column under the Role Name heading will be for the Role's Competency, followed by columns for Certifications required by that Role. To record a new Competency Completion, click the cell for the user you wish to record Competency for.
This will launch the Competency modal for this Assigned User. Click the Add Competency button to Add Competency as described in the section above.
After completion has been submitted and approved, you will be redirected to the specific Role Page for this user, and show a summary of the Competency Completion submission.
Select the Required Certifications that apply to the new Certification Role. Use the checkbox in the header row to select all available Certifications.
Click the “Save Changes” button to save the new certification role details, automatically opening the Edit Users Table of the Assigned Users Tab.
Use the checkboxes in the first column to identify the users that the new role applies to. Use the checkbox in the header row to select all available users.
Click the “Save Changes” button and return to the Assigned Users tab.
How To: Edit a Company Specific Certification Role Description
To edit a company's certification role description, select the Companies in the People Module of the Main Menu to open the Companies Page and click on the Company Name in the Companies Table. Click the name of the company whose certification role you wish to edit in the Companies Table.
Clicking on the name of a Company will open the company's Detail Page that displays the Company Roles with their description.
Select the “Edit Company Roles” button to open the Company Roles Description Table.
Certification roles will be listed in the first column. A checked checkbox indicates that the Certification Role has been defined and applies the company. Unchecking a checked checkbox means that this role should no longer be associated with this company. A role that is not associated with this Company will show the clickable text Define Role.
Add or alter the desired description by placing the cursor in the Role Description textbox and editing the information. Select the "Save Changes" button and return to the company's Details Page.
The Create Company Tab on the Companies Page
The Create Company Tab on the Companies Page allows users to create new companies directly on the tab.
After clicking the Submit button, the new company will show in the Companies Table on the Companies Page.
How To: Create a New Company
Select the Companies Page in the People Module of the Main Menu. Open the Create Company Tab.
Input the new Company name (required), an associated URL, and any descriptive information you wish to be included on the Company: (Company Name) Page.
A URL entered here will be visible on the Companies Table on the main Companies Page relative to this company. If this company has an external website / homepage, it could be listed here.
Companies can be tagged for filtering purposes; however, Companies currently do not honor the permissions for Permissive and Restrictive tags, and will instead behave as if they’ve been tagged with Open tags.
Select the “Submit” button to save the information. The new company is now visible on the Companies Tab.
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