Employee Skills and Certificate Tracking

Know the skills held

Keep employee skills in a configurable catalogue, with qualification records connected to the person they describe.

Skill records give HR a structured way to maintain information about employee qualifications and capabilities. A configurable catalogue provides consistent skill names, while employee records hold the relevant entries. This makes it easier to return to a person’s recorded qualifications without searching through unrelated files or differently named spreadsheet columns.

For example, create a consistent catalogue entry for a qualification relevant to your organisation, then maintain each employee’s associated record. The shared name gives the team a common reference point. Supporting certificates can be connected to that skill so the record and evidence can be reviewed together.

A recorded skill and its supporting evidence answer different questions. HR Planner connects certificate records and attached documents to employee skills, with workflow support for certificate changes. Skill-specific configuration can specify evidence and expiry-date requirements, giving administrators a way to define what a complete record should contain.

For example, an employee can submit a replacement certificate after completing a renewal. The reviewer can open the evidence and assess the certificate details in the same context. Where a skill requires an expiry date, include it so the record can support the organisation’s later renewal review.

Look ahead to renewals

Use upcoming-expiry information and the certificate-expiration widget to identify qualification records that need follow-up.

Expiry visibility helps teams plan their next steps before a certificate reaches its recorded end date. HR Planner provides upcoming-expiration data and a configurable dashboard widget, with filters to focus the view. A renewal interface lets administrators work from the existing employee skill and certificate context when new evidence is available.

For example, a manager could review certificates due to expire in the coming period, then arrange the appropriate follow-up outside the system. Once renewed evidence is available, update the certificate through the renewal process. The record supports tracking and review; the training or assessment itself remains a separate activity.