Competency Catalog & Policies

The Competency Catalog is your organization's master library of tickets, licenses, inductions, and certifications. Every qualification you track across your workforce or require on a job role starts as an entry in this catalog.

Open the catalog

In the sidebar navigation, open the Compliance section and select Competencies.

The page opens on the Catalog tab. The table displays every qualification in your organization:

• Name — the title of the qualification (e.g. General Construction Induction (White Card), Dogging (DG), Working at Heights).
• Requirements — policy tags showing which validation flags are active on this qualification (such as Requires expiry date or Requires document).
• Associated roles — the number of job roles that require or recommend this qualification.
• Covered workers — a button showing how many workers in your company currently hold this qualification. Clicking this button opens the bulk recording workflow for that competency.
• Actions — menu to View Details, Edit, or Archive the qualification.

Create a qualification

To add a new qualification to your catalog:

1. Click Create competency in the top-right corner of the Catalog tab.
2. Enter the qualification details:
   • Name (required) — enter a clear, unique title. Qualification names must be unique within your account.
   • Description (optional) — add guidance on issuing authorities, approved course codes, or internal guidelines.
3. Configure the Policy and Validation switches:
   • Requires expiry date — when switched on, office users recording this credential for a worker cannot leave the expiration date blank. Use this for time-limited licenses like High Risk Work Licenses (HRWL) or First Aid certificates. Leave it off for lifetime qualifications like White Cards.
   • Requires issue date — when switched on, requires an issue or completion date to be entered.
   • Requires document — when switched on, users must upload certificate evidence (such as a PDF scan or photo of the card) when recording the credential. Credential entries without an attachment are blocked.
   • Requires verification — when switched on, newly recorded credentials enter a Pending verification state until a qualified compliance officer reviews and verifies the uploaded evidence.
   • Alert lead time (days) — specifies how many days before expiration the system begins flagging the credential as expiring soon. Defaults to 30 days (configurable between 0 and 365 days).
4. Click Save.

View qualification details and relationships

Click any row or choose View Details from the Actions menu to open the Competency Detail Sheet. The sheet is organized into two tabs:

Details tab

Displays the qualification's description, active policy rules (issue date, expiry date, document, and verification requirements), alert lead time, and a list of all job roles that reference this qualification.

From the header, you can click Record for Workers to launch the bulk credential recording dialog, or click Edit to update details.

Relationships tab

Gives you a complete map of how this qualification interacts with the rest of your compliance graph:

• Also satisfies — shows outgoing coverage. Lists other qualifications that a worker automatically satisfies simply by holding this one (both direct coverage and inherited multi-tier coverage).
• Satisfied by — shows incoming coverage. Lists higher-tier qualifications that automatically satisfy this qualification when held.
• Equivalence Group — displays recognized peer qualifications that are considered interchangeable (such as state-specific licenses).
• Role Requirements Impact — lists every role requirement that references this qualification or its equivalents, showing whether the requirement is mandatory and the minimum threshold needed.

Archive a qualification

When a qualification is retired, phased out, or replaced by a new industry standard, you can archive it. Archiving safely removes it from future assignments while protecting historical compliance records.

To archive a qualification:

1. Locate the qualification on the Catalog tab.
2. In the Actions column, select Archive (or click Archive from the detail sheet header).
3. The Archive {name}? consequence modal opens, evaluating the exact impact across your system:
   • Affected Roles — lists each role requirement referencing this qualification. If the qualification is one of several alternatives, it displays Alternative removed. If this qualification was the only option, it displays Requirement dropped, warning you that the role requirement slot will be removed.
   • Active Worker Credentials — lists the count of active worker holdings that will be marked as archived. Their certificate files and historical records are preserved in audit history, but they will no longer satisfy live role compliance.
   • Relationships Affected — lists the number of coverage hierarchy links and equivalence group peers that will be unlinked.
4. If you are satisfied with the evaluated consequences, click Archive Qualification & Apply Changes.

View archived qualifications

By default, archived qualifications are hidden from the catalog table. To inspect retired qualifications:

1. On the Catalog tab, turn on the Show archived switch in the top toolbar.
2. Archived qualifications appear with an Archived badge in muted text.
3. You can open their detail sheet to inspect their historical configuration and previous role associations.