Upload Licence & Training Records for Staff

Article Contents

1. Introduction
2. Before You Start
3. Adding Licence & Training Records to an Individual Staff Member
4. Pre-Provisioning Licence & Training Records
5. Uploading Evidence and PDF History
6. Using Bulk Upload to Assign Records to Multiple Staff

Introduction

This article explains how Licences & Training works end to end, and how to add licence, training, and policy records for staff.

The overall workflow is:

• Set up each licence, training, or policy once in the Licences & Training Register

• Add records for individual staff members from their Staff page

• Optionally return to the Register to assign items to multiple staff in bulk

Before You Start

Make sure the relevant licence, training, or policy items have been created in the Licences & Training Register under Human Resources. This includes setting up the item itself, along with any permissions and notification rules, as outlined in the Setup Licences & Training article.

Each Register item represents a single requirement, for example:

• First Aid Certificate

• Induction Record for Specific Client / Contractor

• WHS Policy Acknowledgement

• Fire Extinguisher Training

You only need to create each item once in the Register. These items can then be reused across multiple staff members.

If no items have been created in the Licences & Training Register yet, the Add from Register option will not appear on a Licences & Training tab on their Staff page.

Adding Licence & Training Records to an Individual Staff Member

Note that access to add or edit Licences & Training records depends on permissions set against each item in the Licences & Training Register. Some items may be restricted so that only certain users can add or manage them for staff. For more detail on configuring permissions, see the Setup Licences & Training article.

1. Go to Staff and open the relevant staff member.

2. Select the Licences & Training tab.

3. Click Add from Register.

   

4. Choose the relevant item from the list.

5. Enter the required details, such as:

   • Issue date
   • Expiry or review date (if applicable)
   • Any notes

6. Upload the supporting evidence, such as a signed PDF or certificate.

7. Save the record.

You can repeat this process to add multiple Licences & Training records to the same staff member. There is no limit to the number of items a person can have.

Pre-Provisioning Licence & Training Records

In some cases, you may want to add a licence, training, or policy requirement to a staff member even though you do not yet have the final details or signed evidence.

Pre-provisioning lets you do this. It creates a placeholder Licences & Training record for the staff member based on the Register item, without requiring dates or PDFs upfront.

When Pre-Provisioning Is Useful

Common scenarios include:

• A new starter who still needs to complete induction or training

• A policy that has been issued but not yet acknowledged by all staff

• A licence renewal that has been scheduled but not yet completed

You can return later to complete the record by adding issue and expiry dates and uploading the final evidence.

How to Pre-Provision a Record

1. Go to Staff and open the relevant staff member.

2. Select the Licences & Training tab.

3. Click Add from Register.

   

4. Choose the relevant Register item.

5. Under Status, select Pre‑provision this item.

   

6. Save the record.

This creates a placeholder Licences & Training record for the staff member without requiring dates or uploaded evidence.

Booking Has Been Made

When adding an item, you can alternatively select Booking has been made if the staff member does not currently hold the item but has a confirmed booking.

If you select Booking has been made:

• You will be prompted to enter a booking date
• The Pre‑provision option is automatically cleared
• All reminder emails are suppressed while the booking date is in the future

Once the booking date has passed, normal reminder behaviour resumes until the record is completed.

Uploading Evidence and PDF History

Each Licences & Training record maintains its own PDF history.

When you upload a PDF as evidence (for example, a signed policy acknowledgement or certificate), it is stored against that specific Licences & Training item for the staff member.

If the document is later updated, renewed, or re-signed, you can upload a new PDF to the same record. Previous versions are retained automatically and remain accessible.

To view the full PDF history for an item:

1. Open the staff member’s Licences & Training tab

2. Click the PDF History link shown against the relevant item

   

3. This opens a popup showing:

   • Each uploaded PDF version

   • The date it was uploaded

   • Who uploaded it

   • Link to download that PDF

     

Any version can be downloaded again at any time. This provides a complete audit trail of historical documents for that licence, training item, or policy, without overwriting earlier records.

Using Bulk Upload to Assign Records to Multiple Staff

If you need to add the same licence, training, or policy to many staff members, you can do this from the Licences & Training Register.

1. Go to Human Resources → Licences & Training Register.

2. Click Bulk record for multiple staff

   

3. Choose the licence, training, or policy item you want to bulk record from the dropdown.

4. Select the staff members you want to apply the record to.

5. Enter the relevant details for the item, including dates and upload the PDF as evidence of completion if available.

6. Click Save.

This will create Licences & Training records for all selected staff members in one action. This approach is often faster than adding the same item to staff one by one.