A Competency or Role achievement demonstrates that a worker is capable of performing a task or duty. An Authorisation builds upon this by stating the worker is authorised to perform the task or duty.
Authorisations can help managers and other organisational staff ensure that workers meet procedural, safety, and legislative criteria before being assigned to specific workplace actions, especially those in high-risk industries such as mining, electrical work, or search & rescue. For example, a technician may only be allowed to enter certain areas of a facility if they are authorised to work around high-voltage equipment.
Creating an Authorisation
Skills
Skills Configuration
Authorisations
- Expand Skills from within the navigation menu and select Skills configuration.
- Select Authorisations from the sidebar and select +New.
- Name the Authorisation, create a Code and add a Description if required, then select Create to create the Authorisation or Create & View to complete the configuration of the Authorisation.
- Once created, select the items that the Worker will be required to complete, provide or obtain to achieve the Authorisation. These can be a Skill (Competency), an existing Authorisation (as a child Authorisation) or a Portfolio item.
- Once the Requirements have been added, select Publish to publish the Authorisation.
Note: Publishing an Authorisation will automatically apply the Authorisation to all workers who meet the requirements set within the Authorisation.
Note: The process of an Authorisation being applied to existing workers after publishing may take several minutes, as the system reviews information against all workers to see if any have met the Authorisation’s Requirements. For this reason we recommend spacing the process out if you have several Authorisations to publish, i.e. publishing one and waiting several minutes before publishing the next, rather than publishing all of them simultaneously.
Automatic revocation of an Authorisation:
- Expand Skills from within the navigation menu and select Worker Management.
- Locate, then select the Worker and select the Authorisations tab.
- Search for, then select the required Authorisation, then select +Add Authorisation.
- Add the Effective and Expiry dates for the Authorisation and select Save, then Confirm to apply the Authorisation.
Tip: The Manual override user permission is required to make manual updates to an Authorisation.
A Worker’s Authorisation remains valid as long as all of its Requirements are kept in a current, achieved state. If a Requirement has an expiry period; for example, a Competency or Portfolio Type, the Authorisation will lapse when that item expires. However, once the Requirement is met again (such as through a recertification activity), the Authorisation is automatically re-issued. In practice, this means the Authorisation’s expiry will always align with the earliest expiry date of its child activities, and completing recertification earlier simply extends the validity until the next requirement is due.
Manually granting an Authorisation:
An Authorisation cannot be deleted once it has been applied to a Worker, however it is possible to edit the applied Authorisation.
- Expand Skills from within the navigation menu and select Worker Management.
- Locate, then select the Worker and select the Authorisations tab.
- Search for, then select the required Authorisation, then select +Add Authorisation.
- Add the Effective and Expiry dates for the Authorisation and select Save, then Confirm to apply the Authorisation.
Note: An Authorisation change comment must be included when making a change to an existing Authorisation to provide information as to why the change was required.
Restrictions
A Restriction can be applied to an Authorisation to indicate if it has additional, special criteria for a specific worker. For example, a newly qualified electrician is Authorised to complete work, but must be supervised by a senior colleague when doing so for a period of time. When setting a Restriction a comment must be included which is visible to the Worker.
Tip: Creating Restrictions requires the Skills Configuration Create user permission.
Creating a Restriction:
- Expand Skills from within the navigation menu and select Skills configuration.
- Select Authorisations from the sidebar, toggle the Restrictions tab select +New.
- Name the Restriction, create a Code and add a Description if required, then select Create to create the Authorisation or Create & View to complete the configuration of the Restriction.
Applying a Restriction:
- Expand Skills from within the navigation menu and select Worker Authorisations.
- Locate, then select the Worker and select the Authorisations tab.
- Select the Authorisation, then select + Add Restriction.
- Select the Restriction from the drop down list, set the applicable dates, and add a comment relating to the reason for the Restriction, then select Save to apply the Restriction.
Note: While applying Restrictions requires the Worker Management Update user permission it does not require the Manual Override user permission.
Warning: Workers will have full visibility of the Restriction, including its name, dates, and added comment.
Once the end date of the applied Restriction is reached, the Restriction will automatically end, and would need to be reapplied if required.
Only one Restriction can be applied to an Authorisation at a single time. If an Authorisation has a Restriction applied, this would need to be removed for a different Restriction to be applied.
Editing or deleting an applied Restriction:
- Expand Skills from within the navigation menu and select Skills configuration.
- Locate, then select the Worker and select the Authorisations tab.
- Locate then select the Restricted Authorisation.
- Select Edit to make changes to the existing Restriction or to delete the applied Restriction, select Clear.
Authorisations Report
The Authorisation Records - Warehoused report has been created to allow users to easily view data for issued Authorisations including the Worker, the Manager, the Authorisation, any Restrictions, Validity dates, Authorisation status and more.