Your Checklist to Getting Started with Training & Qualifications

Citation HR Software's Training and Qualification tools allows businesses to track, record and report on training, qualifications, skills, competencies, licenses and compliance requirements.

If you haven't already, read our Overview of the Training and Qualifications Functionality article for more information before you get started. 

Setting up the Training & Qualifications module is simple and straightforward involving the following easy steps.

Setting the Foundation

Step 1 - Training & Qualifications Administrator Access

The HR department (or the relevant manager) will need to set up the Training & Qualification module via the Administration area within core Citation HR Software. 

You will need to ensure that the relevant user has the correct user access permissions.  The relevant user will need to be assigned the "AccountAdmin'' role or the ''TrainingManagement'' role.

To access the "Training and Qualification Administration" page, go to ''Settings'' and select ''Training and Qualifications’'. 


Once you are in the Administration area, you can create the required competencies and roles that your business is seeking to track, record and report on for compliance purposes.

Step 2 - Create the library of company competencies

The Manager will need to create a comprehensive library of competencies that are relevant to your organisation.  

Competencies can be used to track a broad range of function and role requirements such as the need to attend regular training courses or to ensure that the relevant qualifications, licenses and certificates are always up-to-date for example.

Competencies can be created individually or in bulk through an importer.

 - Create Competencies individually

- Upload competencies to your competency library (without employee data)

- Upload competencies and employee data at the same time

Step 3 - Create Roles to reflect job and function types

The Manager will then need to create a selection of roles to reflect your business’ different job types and functions.  Roles are used to group a number of competencies together that are all relevant to a specific role or function.  

For example, if you have a sales team that all require the same competencies, you can create a role called ‘Sales’ and assign the respective competencies to that role.  Relevant competencies for that role type might include a Sales Qualification and Drivers License for example.

To create a new role, go to the "Roles" tab, select the ''New Role'' button and complete the relevant fields.  Roles can be created individually or in bulk. 

The relevant competencies (as created in Step 2) can easily be assigned to the role via a 'drag and drop' process.

 - How to create new competency roles?

Step 4 - Assign roles and competencies to the 
relevant workers

The Manager will now need to assign the relevant roles and/or competencies to the relevant worker records (candidates, employees, contractors and/or volunteers).

How to assign roles and associated competencies to worker records?

- How to Add a Training / Competency Item to a Record

Step 5 - Update individual worker files with status and details 
of each competency

The final step requires each competency that has been assigned against a worker record to be updated to reflect the status and details of each skill, training and qualification requirement. All documentation, data and expiry dates tracked against competencies is stored against the worker’s file. This is the most important step of the set-up process as it ensures compliance and will trigger a range of alerts for any competencies that have expiry dates for example.  

The Manager can complete this process in bulk however it is recommended that it is done individually to ensure the quality and integrity of the data.  Alternatively, you can require your workers (candidates, employees, contractors and/or volunteers) to update these details themselves via their Self Service portal.

 - How to update competencies with the relevant details via core Citation HR Software? 

 - How can workers update competency details via Self Service?




The set up process is now complete and ready to use.  Going forward, your Managers can update the training and qualification details at any stage of your worker’s life-cycle.  Your candidates, employees, contractors and volunteers can also update their details via their Self Service accounts.

Need Help?

Contact Citation HR's Client Support team for assistance.