Competencies

The management side of the team's tickets, licences and cards: a matrix showing who holds what against what their job role requires, a queue for approving or rejecting what workers upload, and the setup — job roles and the competency library — that drives it all.

Who can use it — Anyone with "manage team" permission. Every page in this cluster (the matrix, pending approvals, renewals, job roles, library) is gated on the same permission — there's no partial access. See Roles & Permissions for how access is set.

Where to find it — Workforce & HR → Competencies in the sidebar. It opens straight onto the Compliance Matrix tab. A badge on the nav item shows how many cards are waiting for approval.

Before you start — the matrix is only useful once you've set up:

Job Roles, with the employees who perform each one.
The Library of competency types your crews need (tickets, licences, inductions).
Each job role's required competencies, so the matrix knows what's mandatory for whom.

Without these, the matrix will show users but every cell will read "Not Required."

How to use it

The page is one set of tabs: Pending Approvals, Renewals, Job Roles, Library, and Compliance Matrix (the default). Each tab carries a badge with its count — Pending Approvals and Renewals turn orange when there's something waiting.

Compliance Matrix

A grid: every employee down the side, every competency type from the Library across the top. Each cell shows one icon:

Green tick — valid and current.
Orange triangle — expiring within 30 days, or already expired.
Orange clock — uploaded and waiting on your approval.
Red cross — required for that person's job role but missing entirely. Tap it to upload or assign the competency on their behalf.
Grey dash — not required for that person.

Hover (or tap on mobile, where the matrix collapses into a per-user accordion) any cell for a tooltip with the detail — expiry date, "Pending approval", etc.

Filters — search by name, narrow to a Job Role, a Category, or specific Competencies (multi-select, grouped by category). Reset filters clears everything back to default.
Quick filters — All, Critical Only (anyone with a missing or expired required competency), Expiring Soon.
Uploading for someone — clicking a red (missing) cell opens Upload/Assign Competency: confirms the user and competency type, then card number (required if the type needs one), reference/registration, issuing authority, issued date, expiry date (with Def to apply the type's default validity, or +6m / +1y / +2y shortcuts), and the document itself. This is the same information a worker fills in from their own My Qualifications page — use it when you're onboarding someone or chasing a paper card into the system yourself.

Pending Approvals

Every competency sitting at Pending Approval, across the team — this is what workers see land on their My Qualifications page the moment they upload a card.

Columns: User, Type (a note appears if one upload covers several linked competency types), Issuing Authority, Issued, Expiry, and current Status.
View opens the full details and every attachment, full-size.
Approve confirms it on the spot. Reject requires a Rejection Reason, which the worker sees on their card.
Approve Selected bulk-approves a multi-selected batch.
If a single uploaded document was tagged against more than one competency type (a worker can tick multiple types for one card), approving or rejecting it applies to all of the linked competencies together — you don't have to action each one separately.
A Delete action is also available on each row.

Renewals

Everything approved but expiring within the next 30 days (or already expired) — the team's upcoming renewal workload, sorted soonest-first.

Expiry is colour-coded — red once it's actually passed, orange while it's still upcoming — and each row is flagged Overdue or Due Soon.
View opens the same details modal as elsewhere.
Renew lets you record the renewal directly: new issued/expiry dates and the new document. This puts the competency straight back to Pending Approval for review — it doesn't auto-approve.
Approve appears once a renewed row is back at Pending Approval, so you can clear it without leaving the tab.

Job Roles

Define the roles your crews perform and what each one requires.

Name and Description.
Assigned Employees — a multi-select of who performs this role (used to build the matrix rows against this role's requirements).
Required Competencies — a checklist of competency types from the Library. Anything ticked here is what shows as missing (red) in the matrix for anyone in this role who doesn't hold it.
The list view shows a Users count and a Competencies count per role — a role showing 0 competencies is flagged, since everyone in it will show blank cells in the matrix.

Library

The catalogue of competency types available across the whole cluster — what a card or ticket "is," and the rules around it.

Each type has:

Name and Category (Inductions, Licenses, High Risk Work, Plant Competencies, Safety & Training, or Other).
Requires Number — whether a card number is mandatory when someone uploads or you assign this type.
Requires Expiry — whether an expiry date is mandatory.
Mandatory for Compliance — a general compliance flag on the type itself (separate from whether an individual job role requires it).
Default Validity (months) — powers the Def shortcut on upload/assign forms and, when set, drives compliance-pack expectations.
Renewal Notice (days) — how far ahead a renewal should be flagged.
Requires Upload — whether a document/photo is required at all.
Accepted MIME Types and Max File Size (KB) — restricts what workers can attach.
Upload Info Box — free text shown to workers on their upload form, useful for instructions like "photograph both sides of the card."

Connected pages

My Qualifications — the worker side: where competencies are uploaded, and where approvals, rejections, and expiry status land.
Compliance & Expiry — the wider compliance picture across the workforce.
People — employee records that job roles and competencies attach to.
Training Register — the equivalent record for training modules and inductions, alongside competencies.

Tips & common mistakes

A job role shows all blank cells for its members — check the role has Required Competencies ticked in Job Roles; an empty requirements list means the matrix has nothing to check against.
Approved a card by mistake? There's no un-approve here — correct it by rejecting a fresh upload/renewal, or contact the worker to re-upload.
One upload, several tickets — if a worker's card covers more than one competency type, approving or rejecting any one of the linked entries in Pending Approvals actions all of them together.
Renewals don't auto-approve — using Renew on a worker's behalf still drops the record back to Pending Approval; you (or another manager) still need to approve it.
Uploading directly from the matrix counts as a manager assignment — it's still subject to the type's Requires Number / Requires Expiry rules, same as a worker's own upload.