How to track worker Credentialing

Overview

We have a feature called Credentialing, which enables you to track worker compliance for any type of credential that you care about. A Credential is a generic concept that you can apply in many different use-cases, such as a passport, work visa, driver's license, first aid training, job skill certification, signed agreement of some sort, etc. When you add a Credential to a user's profile, you are declaring the user has that credential.

You may upload file evidence of having that credential, such as a photo or pdf document. You may also set an expiration date on that credential in order to track renewal of the credential. If the expiration date passes, then that credential is marked Invalid. There are reports that give insights into valid and invalid credentials.

You can create credentials, and give them any name you want. You can also pre-define specific Credential Types, and then give a worker a credential of that type. The advantage of creating typed credentials is that you can filter and group reports by credential type.

You can also optionally allow credentials to be self-certified by the worker in the mobile app. The worker will be able to upload their own photo document, and can be made required in order to clock IN. Once uploaded, the credential will be marked as needing approval, and administrators can receive a real time notification with the details.

You can also set up Credential Policies. A Credential Policy specifies a list of credentials required by that policy. You might have one policy if you simply require the same credentials for every worker. Or, you might have multiple policies if you have different worker roles with different requirements. You then assign that policy to one or more workers. If a worker does not have all valid credentials required by that policy, then that worker will be flagged as having Invalid Credentialing. You can optionally block workers from clocking IN to work if their credentialing is invalid.

Credentials can also be assigned to specific jobs, if those jobs have different requirements.

The Credentialing feature is available on the Premium plan.

Turn On Feature

To get started, go in the Console to Settings => Users => Defaults, and in the Worker Role Setting section, check the box Enable Credentialing.

If you like, you can also check the box "Invalid Credential Policy Blocks Punch". But in general, it would be better to enable that setting later once you've set up all your workers' credentials, so they won't be temporarily blocked while you're setting it all up.

Once enabled, you could skip straight to the Workers section below, and create Ad Hoc Credentials. If you want to define specific Credential Types for your organization, then please read the next section.

Credential Types

To create Credential Types, go to Settings => Users => Health & Safety. There you can click on the New Credential Type button. All you need to do is give it a name, specify whether a document is required (i.e., file evidence must be uploaded), and whether worker can self certify. Then Save.

Credential Policies

You can also create Credential Policies on the same screen. Just click New Credential Policy, and specify which Credential Types are required.

Jobs

Alternatively, or in addition to Policies, credentials can also be assigned to specific jobs:

Workers

Next, you'll want to set up each worker's credentials. Go to Settings => Users => List, and open a worker profile. Expand the Credentials section.

There, if you'd like you can add Ad Hoc Credentials that are not associated with the Credential Policy. To do so, simply create New Ad Hoc Credential. You'll be able to either associate the credential with a Credential Type previously defined, or give it any name without a type. You can also optionally enter additional information, such an Issued ID, Issued Date, Expire Date, and upload documents associated with the credential.

You can also assign a Credential Policy that was defined in the previous step. Once you save the worker profile, you'll see that the worker's status is Invalid until you add the required credentials.

To add a required Policy Credential, click the Edit button next to that credential. In the form on the right side of the screen, you can check that the "User has credential", and enter the additional information just as you can do in the Ad Hoc Credential above.

Once all required policy credentials are added, then the worker's credentialing status will be Valid.

Note that Ad Hoc Credentials do not affect the worker's overall Credentialing Status. It will only mark the credential itself Invalid (e.g., red light next to the credential). The worker's overall credentialing status might still be valid, and the worker would still be able to clock IN to work.

Fareclock will automatically monitor the expiration date on every credential for your organization. Each day at midnight (based on your timezone), if a credential has just expired, then it will be marked Invalid. If that credential is a policy credential, then the worker's overall credentialing status will be marked Invalid. And thus, if you enabled the setting to block workers with invalid credentialing from clocking IN to work, then they will no longer be able to clock IN until the credential is updated with a future expiration date.

Time clock

If you enabled the setting "Allow worker to self certify", then if worker is missing or has an invalid credential, then that worker will automatically be prompted upon clocking IN to enter the information:

The worker will also be able to view list of credentials and update them from the Actions tab:

If a credential is not allowed to be certified, you enabled the setting "Invalid Credential Policy Blocks Punch" (see Turn On Feature section above), and the worker's credentialing status is Invalid, then that worker will not be able to clock IN. An "Invalid credential" error will be displayed.

If the worker sets up Fareclock on their personal mobile device, they'll be prompted to enter required credentials upon set up. For more information on setting up Fareclock on a personal mobile device as well as the new worker Induction process, check out the following Help Center articles:

Can employees set up the Fareclock app on their own personal devices?

How to configure Induction for new Workers

Whenever a credential is changed by a worker in the app, if the admin is subscribed to Credential alert notifications, then they'll receive a notification both in the Console, and in the mobile app if set up in personal admin mode.

The credential will also be marked in the Console as needing approval:

Reporting

There are various reports you can use to gain insights on Credentialing within your organization.

Firstly, under Settings => Users, there are filters and columns Credential Policy, Credentialing Valid, and Valid Credential Type.

There is also a Credentials report you can use to view and filter on all valid, invalid and missing credentials.

This report can be filtered by Expire Date Range in order to look ahead at upcoming renewals.

And finally there is a Credential Roll Call report that can be used to audit the credentials of people working.

This report can be filtered and/or grouped by Job. So for example, if an auditor shows up at a Job site, and wants to know how many people on site are trained in First Aid, that can be easily shown. Or another example might be that you want to know everyone on site who is assigned a particular Credential Policy, which perhaps is associated with a certain skill level (e.g., Master Electrician).