HR Module: Staff, Credentials & Lifecycle

Summary

The HR module is where you manage everyone who works at your training provider. It holds the staff directory, tracks credentials and contracts, handles leave requests, runs performance reviews, organises departments and positions, and guides offboarding when someone leaves. This guide covers each area and how they connect.

Who This Guide Is For

• HR officers and administrators at a training provider
• SDP admins responsible for staff records and compliance
• Managers who approve leave or run performance reviews

Prerequisites

Before you begin, ensure you have:

• An SDP or admin account with HR access
• Your organisational structure (departments and positions)
• Staff details, contracts, and qualification certificates to load
• Your leave policy (types and entitlements)

Step 1: Open the HR Dashboard

Navigate to HR → Overview.

The dashboard shows headcount, pending leave requests, expiring credentials, and compliance alerts. Check it regularly to catch credentials about to lapse.

Tip: Expiring-credential alerts are your early-warning system for accreditation risk. Don’t let assessor or facilitator credentials expire silently.

Step 2: Build the Staff Directory

Navigate to HR → Staff.

To add a person:

1. Click Add Staff Member
2. Enter personal and contact details
3. Assign a department, position, and role
4. Save to open their profile

From a staff profile you can add emergency contacts, qualifications, and additional roles. Use Sync Users to link existing login accounts to staff records.

Step 3: Set Up Departments and Positions

Navigate to HR → Departments.

Create departments and the positions within them. This structure drives reporting lines, leave approvals, and performance cycles, so set it up before loading many staff.

Step 4: Record Credentials

Navigate to HR → Credentials.

Capture each staff member’s qualifications, accreditations, and certificates with issue and expiry dates. The system flags upcoming expiries on the dashboard and in the compliance view.

Step 5: Manage Contracts

Navigate to HR → Contracts.

Create employment contracts linked to staff records, with start and end dates and contract type. Keep these current — they feed payroll and compliance reporting.

Step 6: Handle Leave

Navigate to HR → Leave.

1. Define leave types and entitlements
2. Staff (or you on their behalf) submit leave requests
3. Managers approve or reject each request
4. Balances update automatically

Step 7: Run Performance Reviews

Navigate to HR → Performance.

Create review cycles, then create and complete reviews for each staff member. Use this to keep a documented record of performance discussions.

Step 8: Offboard Leavers

Navigate to HR → Offboarding.

When someone leaves, the offboarding flow walks you through the closing steps so nothing is missed — final contract status, credential archiving, and access removal.

Common Mistakes to Avoid

1. Loading staff before structure: Set up departments and positions first.
2. Ignoring credential expiry alerts: Lapsed assessor or moderator credentials can put accreditation at risk.
3. Unlinked user accounts: Run Sync Users so logins map to staff records.
4. Skipping offboarding: Always use the offboarding flow to remove access cleanly.

Verification Checklist

Before relying on the module, verify:

• Departments and positions are set up
• At least one staff member has a complete profile
• Credentials are recorded with expiry dates
• A contract is linked to a staff member
• Leave types are defined and a request can be approved

Next Steps

• Timeclock & Payroll — Track hours and pay staff
• Finance Module — Manage provider finances
• Academy & SOPs — Train your staff in-app