How to Review Job Qualification Renewals

Job qualifications can be set to expire and renew within a set time frame. This allows for users to continue being up to date on their training and knowledge for their job role. Renewals can be checked wherever you can review your Job qualifications- both in Manager and Playbook. For information on how to add an expiration and renewal to a job qualification, see How to Build and Assign Job Qualifications in Manager.

Review Renewals in Manager

1. From the Navigation pane, select Job qualifications.
   • On the Job qualifications screen, you can see how many individuals have qualifications that are expired, and how many are up for renewal. Note that the individuals in the In Renewal column also count towards the number in the Qualified column. Qualification renewals appear at the start of the renewal window.
2. To view details, select the specific Job qualification you wish to review.
   • From the Details tab, you can see the training activities that are assigned, as well as the details on the expiration and renewal.
3. Click on the Assignments tab.
   
   • The Status column  will show you where each user is in the process:
     • Grey indicates a user is not eligible to renew their job qualification.
     • Blue indicates the user is within the renewal time frame, it can also indicate that their job qualification is expired, but can still be renewed.
     • Orange with an “!” indicates the user is within 30 days of the job qualification being expired.
     • Red indicates the user’s job qualification is revoked.

Review Renewals in Playbook

1. From the Home Screen, navigate to Job qualifications.
   • The Job qualifications with an “!” indicate that there is at least one user whose job qualification is expiring within 30 days.
     
2. Select the Job qualification you wish to review. Each job qualification will have 3 tabs:
   • By default the Qualified tab appears; the number of days left indicates how long the user has until the job qualification expires 
   • The In progress tab shows the users who have yet to complete their job qualification
   • The Inactive tab will display users who have been revoked, or whose job qualifications have expired. If a user’s job qualification has expired, they can still renew their job qualification and become qualified again.  
3. Select a user who is within the renewal time frame:
   • Grey text indicates a user is not eligible to renew their job qualification.
   • Blue text indicates the user is eligible to renew their job qualification.
   • Orange text indicates the user is eligible to renew and is within 30 days of their job qualification expiring.
4. Complete the training activities required for renewal.

Notes About Job Qualifications with Expiration Dates

You can add expirations and renewals to job qualifications. Visit the Renewal/Expiration section of this article.

• If a user’s job qualification becomes expired, they will still be eligible to renew the job qualification.
• Users with expired job qualifications will appear in the Inactive tab under a specific job qualification.  
• You can customize expiration and renewal dates, but they must follow a logical timeframe. This information can be found in the How to Build/Assign a Job Qualification article. 
• When a user renews a job qualification, the new expiration date is relative to the most recent qualification date. For example:
  • A user earns the initial job qualification on January 1, 2020
  • The job qualification expires in one year, and the renewal period starts 90 days prior to expiration
  • If the user completes the renewal on November 1, 2020, the expiration date on their updated qualification will be November 1, 2021