Let workers submit tickets

Workers can submit their own tickets, licences and certificates from My Competencies, and renew one that is expiring. Nothing a worker submits counts towards compliance until someone approves it.

What a worker can do

A worker needs their login linked to their worker profile. Without the link, My Competencies is empty; see Manage your team.

Field users have My Competencies in their sidebar. Any linked worker can also reach it from the expiry banner, or from the link in a reminder notification or email. There they can:

• See their credentials, grouped as Expiring soon / Expired, Pending approval, Rejected and Active. A rejected submission shows the reviewer's reason.
• Submit a credential. They pick the competency from your catalog, enter the licence number, issuer and dates, and attach photos or PDFs of the card or certificate. On a phone they can take the photo there and then.
• Submit an induction. Inductions are listed in their own Inductions group, each with its project or client, for example Joe's site induction — Joe St. On My Competencies, an induction carries an Induction badge and names its project or client, and shows Completed in place of Issued. For an induction, Issue date reads Completion date. If the induction has a validity, Expiry date fills in with the completion date plus the validity; the worker can change it, and a date they pick is kept when they change the completion date.
• Submit one that isn't listed. They choose My credential is not listed and type its name. Close matches from your catalog are suggested as they type ("Did you mean …?"), and a name that exactly matches a catalog competency is filed against it.
• Renew. An expiring or expired credential has a Renew button, which opens the form with the competency and licence number filled in. The current credential stays in force until the renewal is approved. Renew is unavailable while a renewal is waiting for review, and only works for competencies in your catalog, so a credential submitted by typed name can't be renewed.

Workers can't withdraw or delete a submission. To cancel one, they ask you to reject it.

On Pay Mobile

Workers can do all of this in the Pay Mobile app too: see their credentials and inductions, submit a new one with photos from the phone's camera or library (front and back), and renew one that is expiring. Submissions from the app land in Pending Verifications like any other.

A worker with no signal can still submit. The app keeps the submission, photos included, shows it as waiting to send, and sends it when the signal returns. A submission is only ever filed once, however many times the app has to retry it.

Expiry reminders

A banner on My Shifts and My Competencies tells a worker when a credential is inside its expiry alert period, set for each competency in the catalog, or has expired. It has an Upload renewal link.

Once a day, workers are also sent an in-app notification and an email, dated in your organization's region:

• a notice when a credential enters its alert period (it still counts until its expiry date);
• a notice from the day after it expires.

Each notice is sent once. A failed email is retried on the next day's run, and a missed run still sends the notice, as long as it is within a week of expiry. Credentials that expired more than a week earlier aren't notified, so when reminders first start for your organization, they reach only the past week's expiries. No notice is sent for a credential that already has a renewal waiting for review, or to someone who is no longer a member of your organization.

A worker signed in to Pay Mobile also gets each notice as a push notification on their phone. Tapping it opens the renewal for that credential. Pay Mobile shows the same expiry prompt as the banner, with Upload renewal.

What a supervisor sees

A worker whose role on a shift is a supervisor role can look up their crew's competencies in Pay Mobile, from the crew of that shift. For each crew member they see:

• whether the worker meets the requirements of the role they're booked on for that shift, and the inductions for the shift's project and client, each marked as met or not met;
• the worker's credentials and inductions, each with its expiry date and Valid, Expiring, Expired or Pending approval.

A supervisor never sees licence numbers, documents or notes, and doesn't see credentials for sensitive competencies, although those still count towards whether the worker meets their requirements. Supervisor access comes with a Field or Member login, and See sensitive worker data belongs only to Owners, Admins and Managers, so no supervisor sees them on a shift. Rejected credentials and submissions that aren't in your catalog aren't shown either, and nor are credentials that aren't in force on the shift's day: ones marked Temporarily unfit, or issued after that day. Such a credential doesn't count towards the worker's requirements either.

The access follows the shift: a supervisor sees only the workers booked on the order and day they're supervising, and never workers on another order, on a day they aren't supervisor, or on a cancelled booking. Supervisors can't verify or reject credentials.

Review a submission

Every worker submission waits in the sidebar under Compliance, then Pending Verifications, alongside the other credentials that need checking. It always needs approval, even when the competency itself doesn't need verification.

• A catalog competency. Select Verify to approve it, or Reject and give a reason, which the worker sees. Approving a renewal replaces the old credential.
• A conditional competency. Workers can't choose a status or review date. A new credential they submit is recorded as Full. A renewal keeps the status and review date of the credential it renews, so a worker can't clear Temporarily unfit by renewing. To record another status, use Change status on the worker's profile.
• Not in catalog. The row is marked Not in catalog. Verify opens a review where you either match the submission to an existing competency (the closest match is chosen for you) or create a new competency from it, with its name, category, required fields and alert period. Check or correct the licence details, then approve. The competency, the credential and its documents are saved together; if anything fails, nothing is saved.

A submission for a competency marked Sensitive appears only for people with See sensitive worker data, and only they can verify or reject it.

Who can review

• Reviewing the queue needs View payroll and Update payroll.
• Approving or rejecting a not-in-catalog submission also needs Create payroll for that worker.
• Creating a new competency while approving also needs Create cost codes. Without it, you can still match the submission to an existing competency.
• A reviewer whose payroll access covers only some workers sees, and can resolve, not-in-catalog submissions from those workers only.