Recording & Tracking Worker Credentials

A worker's compliance status is determined by comparing the qualifications they hold against the requirements of their assigned roles. Assignar Pay provides an interactive checklist in every worker's profile that evaluates held licenses, resolves coverage hierarchies, and stores verifiable document evidence.

Open a worker's compliance checklist

1. In the sidebar navigation, open Users (or Employees).
2. Click any worker row in the table to open their profile drawer.
3. In the drawer header, click the Roles & Competencies tab.

The Roles & Competencies checklist

The tab is organized into several sections:

1. Roles Expected to Do

Displays all roles currently assigned to the worker, with live compliance indicators:

• Complete (Emerald badge) — all mandatory qualifications are satisfied.
• {count} outstanding (Amber badge) — one or more mandatory qualifications are missing, unverified, or expired.
• Not assessed (Muted badge) — the role has no competency requirements configured.

To assign another role, click + Add role. To remove an assigned role, click the X on its badge.

2. Role compliance groups

Below the header, each assigned role displays an accordion card with an animated progress bar (e.g. 2 of 3 mandatory qualifications complete):

• Mandatory Requirements — listed in the main table. Unmet mandatory requirements display an amber Outstanding badge.
• Recommended Qualifications (Optional) — listed separately. These provide guidance for skill development and do not lower the completion percentage.

3. "Why this counts" match explanation

When a worker's holding satisfies a requirement, the table displays:

• Held: {name} — the title of the credential recorded on the worker's profile.
• Route badge:
  • Direct — the worker holds the exact qualification required.
  • Equivalent — the worker holds a qualification belonging to the same Equivalence Group.
  • Inherited — the worker holds a higher qualification that covers this requirement through a hierarchy path.

Click Why this counts below any satisfied requirement to reveal the step-by-step breadcrumb trail (e.g. Held: 40T Mobile Crane → Covers: 20T Mobile Crane). Click Hide match details to collapse it.

4. Document evidence links

If certificate files were uploaded when recording the credential, the file name appears in the Document column with an external link icon. Clicking the document generates a secure, temporary 60-second link and opens the file in a new browser tab.

Record a single credential

When a worker completes an induction or provides a single certification card:

1. On the Roles & Competencies tab, click + Record credential in the action bar (or click Upload directly on a missing requirement row).
2. The Record Worker Credential dialog opens on the Single Credential tab.
3. Select the Competency from your catalog.
4. Fill in the credential details:
   • License / Reference Number — enter the card, ticket, or certification ID (e.g. LIC-29482).
   • Issued — enter the date the qualification was granted. Marked required if the catalog competency has Requires issue date enabled.
   • Expires — enter the expiration date. Marked required if the catalog competency has Requires expiry date enabled.
   • Notes — add any internal compliance remarks.
5. In the Certificate Evidence dropzone, upload supporting documents (PDF, DOCX, PNG, JPG, up to 20 files).
6. Click Save Credential.

Record a multi-class certificate

Many construction certifications cover multiple classes on a single card — for example, a High Risk Work License certifying Dogging (DG), Basic Rigging (RB), and Forklift (LF) with shared card details and one document scan.

To record multiple qualifications in one submission:

1. Click + Record credential and select the Multi-Class Certificate tab.
2. Step 1: Upload Document — drag and drop the certificate or license scan.
3. Step 2: Shared Certificate Details — enter the shared reference number, issuing authority or RTO (e.g. SafeWork NSW), issue date, and expiry date.
4. Supersede existing active holdings — leave this checked to automatically retire older active holdings for the selected qualifications.
5. Step 3: Select Competencies — check each qualification covered by this card.
6. Customize dates & details (optional) — click this accordion if specific classes have differing issue or expiration dates.
7. Click Save Credentials. The system creates linked records for each qualification backed by the shared evidence document.

Credential lifecycle: renew, revoke, reinstate, archive

Click the Actions menu (...) on any recorded credential row to manage its lifecycle:

Edit / Renew / Update

When a worker renews a license or updates certificate details:

• Click Edit / Renew / Update.
• Enter the updated dates and upload the new card.
• Saving creates a replacement holding while preserving the previous credential in audit history. The system automatically links the lineage so there are no artificial gaps in compliance history.

Revoke

If a license is suspended, cancelled, or revoked by a regulatory authority:

• Click Revoke.
• In the Revoke Credential dialog, enter the required Reason for revocation (e.g. License suspended by SafeWork).
• Revoked credentials immediately stop satisfying role requirements. The audit trail records the revoking user, timestamp, and reason.

Reinstate

If a suspension is lifted or a revoked credential is cleared:

• Toggle on Show archived & revoked in the action bar.
• Locate the revoked credential and select Reinstate.
• Enter the Reason for reinstatement. The credential returns to active compliance.

Archive

If a credential was uploaded in error or manually duplicated:

• Select Archive.
• Enter an optional reason. Archiving removes the holding from active compliance while preserving its file records for auditing.

Additional Credentials & Potential Roles

At the bottom of the Roles & Competencies tab, two helpful sections summarize other skills:

• Additional Credentials — lists all valid qualifications the worker holds that are not currently required by any of their assigned roles (e.g. a worker assigned as a Laborer who also holds a First Aid certificate).
• Potential Roles — the compliance engine continuously checks whether a worker's qualifications satisfy unassigned roles. If a worker meets all mandatory requirements for a role, it appears here under Qualified to perform: {role} with a quick Assign button.