What are Employee Credentials?
Empeon Workforce offers the ability to efficiently track various types of employee credentials relevant to the organization. Examples of employee credentials that can be tracked are professional certifications & trainings, driver's licenses, and educational qualifications. When tracking these credentials on the Employee Profile, the system allows for the entry of ID numbers, issuing states, and expiration dates, ensuring accurate recordkeeping and effective management when credentials need to be renewed.
This article explains the types of employee credentials that can be tracked within the system and how to manage expiration dates that might be associated with these credentials.
Employee Credential Types
There are five types of employee credentials that can be tracked within the Employee Profile, three of which require company-level coding. These credentials help manage compliance, certifications, and other employee qualifications.
Licenses/Certificates
This category includes professional licenses and certifications required for employment, such as RN or LPN licenses in the healthcare industry. These credentials ensure employees meet regulatory and professional standards. Tracking them helps maintain compliance and prevents lapses in required qualifications. Licenses & Certificates require company-level codes to be set up in order to be applied on the Employee Profile.
Driver's Licenses
This includes driver’s licenses required for employment, such as a Commercial Driver’s License (CDL) for transportation roles. Tracking these credentials ensures employees meet necessary legal and job-specific requirements. Driver's Licenses require company-level codes to be set up in order to be applied on the Employee Profile.
Training
This includes mandatory professional training necessary for employment, such as CPR certification for healthcare staff. These trainings ensure employees maintain essential skills, comply with industry regulations, and meet job-specific qualifications. Trainings require company-level codes to be set up in order to be applied on the Employee Profile.
Education
This includes relevant educational qualifications, such as undergraduate and graduate degrees, that are directly related to the employee's role. Tracking these credentials ensures employees possess the necessary academic background to perform their job effectively and meet industry standards. It also helps verify that qualifications align with the requirements for specific positions within the organization. No company-level coding is required as this information is manually entered on the Employee Profile.
Skills
This includes relevant skills that employees either possess or are required to have for their roles, such as technical proficiencies or specialized expertise. Tracking these skills ensures employees are equipped to meet job demands and helps identify any training or development needs. No company-level coding is required as this information is manually entered on the Employee Profile.
Employee Credentials - Company Setup
Before tracking employee credentials on the Employee Profile, it is necessary to configure a credential code for any relevant Licenses/Certificates, Driver's Licenses, and Trainings within the company settings of Empeon Workforce.
For Education and Skills credentials however, no credential code is required, as these credentials are manually entered on the employee's profile.
For the employee credentials that require a credential code, each can be found within the HR section on the Company tab. Each will have its own Card where respective credential codes can be configured.
Configuring the credential code is straightforward: set up a Code and, if desired, provide a Description.
For Licenses/Certificates, a separate code can also be configured for any applicable Issuing Agencies. This setup allows for linking the License/Certificate to its relevant Issuing Agency when assigning this credential on the Employee's Profile. Similarly, Training Academies can be configured with a separate code for relevant Training credentials.
Once the credential code has been entered, it will be available for assignment on the Employee's Profile, where details such as the issuing authority, ID numbers, and expiration dates can then be specified.
Assigning Credentials
After setting up the credential code at the company level, navigate to the respective employee's profile to assign the credential code to the employee. Then within the Employee Profile, navigate to the HR section and then select the dropdown for Credentials.
To assign a credential code to an employee, select the blue 'plus' sign located in the top right corner of the relevant section.
For each category that requires a credential code, the first field will be to assign the credential code. There will then be additional fields of information relevant to its category that can be filled out, allowing for more detailed information surrounding the credential to be recorded. Each category however will always have fields for the date the credential was issued as well as the expiration date, if that is applicable to the credential.
Entering issuing and expiration dates is important not just for recordkeeping purposes but to also have the capability to configure Alerts to notify Workforce Users of these dates. This is a crucial aspect in being able to manage employee credentials effectively and ensure that they remain active. Please note the following Alerts that can be set up for each credential:
- Licenses/Certificates - Employee License/Certificate Expiration (Remind Me Alert)
- Driver's Licenses - Employee Driver's License Expiration (Remind Me Alert)
- Training - Employee Training Expiration (Remind Me Alert)
After adding the employee credential to the employee's profile, please note that within each of the five categories, there is the ability to upload a document of the employee's credential. This feature further assists in the ability to store the credential on file and ensure that the credential is valid.
