The Accreditations extension allows you to store and manage accreditation expiry dates against your employees and contractors while also warning you if you have assigned technicians and contractors that aren't accredited for that task, allowing you to allocate better. Accreditations include police checks, first aid, CFSP registration or even plumber licenses for specific annual testing.
Accreditations or qualifications can be required on clients, individual sites, or even specific routine levels.
Create accreditation types
You firstly and only as a once-off, need to create the different accreditation types your staff need to maintain via the Control Panel. Contact your system administrator if you don't have the permissions.
When creating the accreditation type, you can select from the following types:
- License, Certification, Clearance
Then provide a name in the Name field (i.e Police Check and Working with Children Check, Working at Heights Permit, first aid, CFSP registration, licenses etc.)
Tick 'Property specific' if the accreditation is for a property, something like a site induction, certain specific training for a property.
Once you've listed everything you want to keep a record of in the Uptick system, you're now ready to start assigning required accreditations to properties, clients, specific high level routines and also inputting each employee's accreditation expiries into the system.
Accreditations and expiries against people in the Uptick system
Navigation: People > Accreditations > Add Accreditation
Input the type of accreditation it is, expiry date and accreditation number if applicable. This allows the system to understand every accreditation a staff member has and when it expires and thus helps you manage expiring accreditations and reference accreditation numbers easily for those who have permission to see this page. If applicable, input the Property if this accreditation is property specific, for example a site induction or particular training.
Note: Accreditations can be created for Desk, Field or Contractor Licenses.
Once saved, you have the option to upload documents against each accreditation. This allows all documents and record keeping to be kept and managed in Uptick also so everything is in the one place.
Once all your staff's accreditations are inputted, manage your expiring and expired accreditations using filters and favourites. This module requires monthly management, there are no automated reminders at this stage - we suggest saving a favourite and adding that favourite to your Dashboard or popping it into your calendar to check this page out once a month.
Where to set accreditation requirements
Once you apply required accreditation/s to a client, property, asset type or routine this information will filter down through the client's properties and every task created from those properties - every task will understand its required accreditations when servicing via all these connections. Refer to the table below to see where accreditation requirements can be set:
|Clients||Required accreditations can be applied when creating and editing clients.|
|Properties||Required accreditations can be applied after the property is created, via the Accreditations tab underneath the property's front photo.|
|Routines (customers on routines only)||Customers cannot apply required accreditations to routines themselves at this stage, please contact support with the routine types (Automatic fire sprinkler systems) and/or levels (Annual Flow Test) you wish to apply certain required accreditations too.|
|Asset Types||Customers cannot apply required accreditations to asset types themselves at this stage, please contact support with the asset types you wish to apply certain required accreditations too.|
|Tasks||Accreditation requirements can be changed on the task level after the task has been generated by viewing the task, clicking Update, then selecting from the Required accreditation type field under the Assignments section.|
(Tip: When making changes to property or client accreditation requirements, you need to update the client or property and not the accreditations module)
When viewing this tab, you will also see the inherited client required accreditations too. This will allow you to easily see the requirements of each property.
Assigning contractors with the right accreditations
When a contractor is assigned, any missing accreditations for a subcontractor tech are shown to them when they are assigning a task, making it easier to assign the task to the right person:
When scheduling an appointment for a task, the accreditation required will be displayed in red if requirements are not met, otherwise a green Accredited label will be displayed:
When viewing a task: