A Licence is a document that certifies a worker of skill and expertise to qualify and perform a specific job role. Since there are multiple job roles in a company, the expectation is that – there are also a lot of different types of licences.
As HR Managers or Administrators, it’s your job to assign and require the right licence to a worker during the onboarding process or even after.
In this article you’ll learn:
How to Access Licence Types
Step 1. Access your Company Settings.
Step 2. On the left-hand side menu, click on Licence Types.
You can see your Licence Types page on the right-hand side pane.
What’s on this page?
You can see two tabs, the Client Licence, and the Global Licence.
If any of the global licences doesn’t fit the licence you need for a position, you can add and
customise a new type under the Client Licence.
How to Add a Licence
Step 1. Access your Licence Types page and go to Client Licence tab.
Step 2. Click the +New button on the right-hand side of the page.
A pop-up window will appear.
Step 3. Enter the Name and Code of your new licence type.
|Note: Click the toggle button to enable/disable the option to add further instructions to the licence.|
Step 4. Set the Options of the licence.
Allow Option - When this option is switched off, then it will always be mandatory. By turning this option on you will have the option to configure whether this license is mandatory in every position.
Active - Toggle this option off if you no longer need to use this license.
Step 5. Set the settings to:
These options allow you to customise how the questions are presented to the worker. Refer to the table below for the description per column.
The name of a field that appears in a worker’s form.
Tip: What you see in the screenshot above are default field names.
To edit, click the corresponding edit icon of a field and enter your preferred field name.
Set settings to show or hide a selected field.
Sets a specific field as important. When enabled it shows a red asterisk (*) beside the field name. And it’ll require a worker to enter information or submit a document to complete the action.
Enter additional instructions or a guide for workers on what action is expected from them.
|Important: For fields with an expiry date, an email notification is sent to the worker 30 days before the set expiry date. Notifying a worker to log in and submit and renew a licence in Expedo.|
Step 6. Click Save.
Using the example in this guide, this is how it’ll show when a worker receives the form. And notice that every setting affects the details of the document:
How to Edit a Licence
Step 1. On your Licence Types page, go to Client Licence tab.
Step 2. Click on the corresponding Edit button of the licence type you want to manage.
Step 3. Enter the necessary update to the licence:
Step 4. Then click Save.
How to Request a Licence From a Worker
Step 1. Access your Workers' dashboard.
Step 2. Use the search bar and enter the worker’s name.
Step 3. Click on the worker to see their profile.
Step 4. Go to the Employment tab.
Step 5. In the Licences section, select the Request License option to start the process.
Step 6. On the pop-up window, select the licence type you want to request from the drop-down menu.
Step 7. Then click the Send Request button.
An email notification is sent to the worker to log in to Expedo and submit the document.