Event Notifications - Qualifications

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Qualification Compliance on intelliHR allows your business to track the compliance of your people against the qualifications/certification they are required to hold. The Qualifications Compliance overview on the left-hand menu allows those with the relevant permissions access to view at an organisational level those employees that are compliant, those that are not compliant, and those whose compliance is expiring soon.

Qualifications Event Notifications can be used to set up multiple notification points including several different parties to ensure that qualifications remain compliant and that the qualification owner is allotted with sufficient time to provide renewal details if required. 

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This article covers:

• Creating Qualification Notifications
• Example Qualification Notification Flow

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Creating Qualification Notifications

1. Navigation to this area can be performed via Notifications Icon () on the top right corner of your platform, or by Settings >> Notifications.

2. Click on Create Event Notification >> Enter the name for your notification >> Select Qualification Expiry Date Upcoming (Low/Medium/High Priority)

3. Select the notification targets (those who will be notified of the upcoming expiry at this point e.g. the employee and the employee's supervisor) 

4. Select Send an immediate notification email 

5. In Notification Content include any fields in Data about the affected person that you would like to appear in the email that may be relevant e.g. location/position title.

6. Submit

7. Toggle on the notification when you are ready to begin using this.

The number of days before expiry that this notification will send is based on the number entered against the qualification library item.

Note: Repeat the steps above for both low and high-priority notifications if these are required.  The primary difference between your notifications will be the notification targets (step 3); for example, a low-priority notification may only be sent to the qualification owner whereas a high-priority notification may need to be sent to the supervisor and HR in order to ensure the business remains compliant.

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Example Qualification Notification Flow

Immediate Notification Emails

The below scenario is an example of a qualification notification flow that you may wish to enable for one of your qualifications.  This example is based on a Blue Card qualification library item with the below risk expiries set.

• Ninety (90) days prior to the blue card expiry I will send a notification to the qualification owner advising that the qualification is coming up for expiry.
• Thirty (30) days prior to the blue card expiry I will send a notification to the qualification owner, and their supervisor advising that the qualification is coming up for expiry.  By including the supervisor in this notification I am able to highlight a potential compliance issue to the supervisor ahead of time.
• Ten (10) days prior to the blue card expiry I will send a notification to the owner of the qualification, the supervisor, the supervisor's supervisor (area/location manager), and the HR team (specific email).  By including the additional recipients I can notify the wider team about the potential compliance breach providing the team time to either resolve or arrange cover for the non-compliant employee.

Daily Summary Email

In addition to the immediate emails that can be sent above you may also wish to send a daily summary notification to supervisors of large teams to notify them of any expiring qualifications within their team.

To send a daily summary notification highlighting potential compliance issues to supervisors create an Event Notification following the steps above in Creating Qualification Notifications but in step 4 select Send daily summary email.