Set up your training and compliance records
Dropdown options are expandable lists that can be associated with employees to help link specific employment information with your employees including;
- Position
- Team
- Assessment
- Qualification
- Licence and certification
You can edit, delete and add dropdown options which appear in your employee’s People > Employment tab.
You will find the Manage dropdown options tab under Settings on the left hand menu.
Position
In People Management, every employee needs a position title. By standardising position titles, you can group employees together across different managers and teams based on position title. This is especially useful when bulk assigning a task or list of tasks to all employees who share the same position. Adding your common position titles as dropdown options makes it easy to keep these organised.
Team
Teams are a flexible, optional way to group employees. You can choose how to organise teams to fit your business. It could be by function, department, location or whatever else makes sense. Teams are especially useful for running targeted People Management reports, as each report can be filtered to selected teams.
Training and compliance lists
There are three different kinds of training and compliance records you can customise to fit your needs.
Assessment
An assessment has a name, a date, and an optional result. Use assessments to track things that your employees will be assessed on at particular times, and that you want to record the result of. Result options are also fully customisable, such as Pass/Fail, a letter grade, or whatever else fits for the particular assessment.
Qualification
A qualification has a name, a status, and a date. You can add qualifications that are relevant to your business as dropdown options, and then track which employees have the qualification, or are working towards it. The default statuses of qualifications are Enrolment pending, Enrolled, and Graduated, but you can add your own custom states too.
Licence and certification
A licence/certification has a name, an expiry date, and an optional reference field. Licences and certifications can be used to track compliance with requirements to keep a licence current, such as a first aid certificate, a safety certificate, or any other training that can expire. Set up your dropdown options with any expirable licences and certifications you wish to track, and then use Automations and the Expiring licences and certifications report to ensure you never miss an expiry date.
You can set these categories up prior to starting to use People Management, or at any time if a new option is required.
Adding dropdown options
1. To add a new dropdown option, click +Add new option in the top right corner.
2. Choose the option type: Position, Teams, Assessments, Qualifications, Licenses & certifications.
3. Add a description under this type, eg. Position, Growth Marketing.
4. You can bulk add descriptions to this type by clicking ‘Add another [X]’.
5. Enter your new description(s), and then click Save.
6. To assign the new dropdown option to employees, you will need to do it under the Employment section.
New dropdown options can also be added when using them in your employee profiles, so don't worry if you don't get everything to begin with, or need to add new options later.
Editing dropdown options
To edit the dropdown option, click the edit pencil icon, rename the option, then click Save.
Note: This will rename the option for all your employees.
Deleting dropdown options
1. To delete a 'Not in use' dropdown option, click the trash bin icon, and then click Delete to confirm.
2. To delete an 'In use' dropdown option, click the trash bin icon, you will then be asked to reassign any employees who are assigned to this position.
3. Select the ‘New position’ you want to assign to these employees and then click Reassign & delete to confirm.
