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Forms & Compliance
Know what the team is qualified for.
Keep a record of the tickets, licences and inductions your people hold, and a copy of the certificate with it.
Overview
Keep useful qualification information visible around the people doing the work.
The qualifications dashboard is where you record and manage the qualifications your staff hold — the tickets, licences and inductions relevant to the work they do. You can add a qualification against a person, search the list, and download a copy of the licence when somebody asks to see it.
It is worth being clear about what this is and isn’t. Qualifications in WorkGuru are recorded for reference. They do not affect staff allocation or scheduling — the system will not stop you scheduling someone onto work they aren’t ticketed for, and it isn’t designed to.
That’s a reasonable division of labour. The value is having one place where the answer to “who holds what, and can I see the certificate” lives, rather than a folder in the office and a photo on someone’s phone. The judgement about who’s allowed to do what stays with your supervisors, where it belongs.
If you need enforcement — competency gating, structured renewals, training pathways — that’s an HR or learning management system, and this sits alongside it rather than replacing it.
What’s inside
What you get
01
Qualification records
02
Team connection
03
Supporting documentation
04
Operational visibility
05
Scheduling context
06
Permissions
The reality
Why you need it
The qualification spreadsheet is only current when somebody remembers to update it.
And nobody owns remembering. Holding the record against the person, in the system people already work in, at least removes the “which spreadsheet is the current one” problem — even though keeping it up to date still requires somebody to do it.
A certificate is in an inbox, but the person planning the work cannot see it.
The ticket exists, the business just can’t produce it. Holding a copy of the license with the record means the answer to “can you send through his ticket” is a download rather than a search through somebody else’s email.
Someone notices an expiry when the worker is already booked.
You can use the staff schedule to quickly assign, re-assign and and re-schedule your scheduled tasks based on your current staff availability or capacity. You can also quickly view and assign your gantt tasks on the calendar schedule.
Different work needs different tickets and the scheduler is working from memory.
Standardize your workflow by creating custom Task Templates and job types within WorkGuru. Relying on a scheduler’s memory creates a massive bottleneck and risks costly missing information when scheduling technicians or dispatching jobs.
A new starter hands over documents that get filed away from the operational system.
They go into an HR folder and effectively disappear from the people who might need them. A copy against the person, where the work is managed, is what makes them retrievable.
The business knows a person is qualified, but finding the record takes longer than it should.
Which is fine until a customer’s site induction requires it this morning. The value here is retrieval speed, not enforcement — and it’s worth being clear with prospects that that’s what it is.
How it works
How it works
01
Keep the person record current
02
Add the qualification information that matters
03
Keep supporting records where appropriate
04
Check the information when planning or assigning work
05
Update it when qualifications change
Capabilities
What it does
Capability
Qualification records
The tickets, licences and inductions your people hold, recorded against the individual and searchable. One place that answers “who holds what” rather than a folder in the office and a photo on somebody’s phone.
Capability
Team connection
Qualifications attach to the person, so they sit with the rest of that team member’s record rather than in a separate list that has to be kept in step. When someone joins or leaves, their qualifications travel with their record.
Capability
Supporting documentation
A copy of the license is held with the qualification and can be downloaded when it’s needed — which is usually the point. The record on its own tells you somebody has a ticket; the document is what you produce when a customer or an auditor asks to see it.
Operational visibility
Operational visibility in WorkGuru is centered around providing a centralized, real-time overview of all moving parts within heavy-use project industries like fabrication, construction, and engineering.
Scheduling context
WorkGuru provides two methods of visually scheduling projects and production jobs. Gantt Scheduling – Schedule project, production jobs and tasks to the day on a gantt chart. Calendar Scheduling – Schedule tasks and allocate staff to a specific time.
Permissions
Who can see and maintain qualification records follows the roles and permissions you’ve set, so this doesn’t become a separate thing to administer. Personnel records are usually one of the areas businesses want scoped fairly tightly.
Day to day
What it looks like on a normal day
A site requires a particular ticket.
Check the team information before sending someone.
A qualification changes or is renewed.
Update the record instead of leaving the old spreadsheet in circulation.
A customer asks who was qualified to carry out the work.
Start from the business record rather than somebody’s memory.
What you get out of it
What changes
Make qualification information easier to find.
Reduce reliance on one spreadsheet owner.
Give planners better context around the people they are assigning.
Keep supporting records with the business instead of individual inboxes.
Make updates easier to carry forward when people renew or add qualifications.
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Discovered their contract work wasn’t profitable.
We didn’t wanna pay 100 grand upfront for a program – but then we found WorkGuru.
Nick Mazzella, Administrator, Frontline Trays & Trailers
Fit
Will it work the way we do things?
“HR already keeps this.” Good.”
Good, and keep them there as the system of record. What this gives you is a copy where the work is, so a supervisor can check a ticket without emailing HR and waiting. It’s about access at the point of need, not about moving ownership of your HR records.
“We have hundreds of tickets and inductions.” Keep the ones that matter to how you run work.”
Keep the ones that matter operationally — the tickets someone might actually need to produce on site, and the inductions that gate access to a customer’s premises. Recording all of them turns maintenance into a job nobody does, and a half-maintained list is worse than a short accurate one.
“Expiry rules are complicated.” They can be.”
They can be, and they vary by ticket, state and customer. Bear in mind what this feature does: it records qualifications for reference. If your expiry rules are genuinely complex, you need something that enforces them, and the honest answer is that this isn’t that system.
“A qualification does not prove someone is competent.” Correct.”
Correct, and it isn’t claimed to. A ticket says somebody passed an assessment on a particular day. Competence is your supervisor’s judgement, and no record system substitutes for it. What this does is make sure that when the paperwork is required, you can produce it.
By trade
Where this gets used
Works with
Connected features
FAQs
Qualifications questions
Can WorkGuru store employee qualification information?
Yes. The qualifications dashboard records the qualifications your staff hold against the individual, and you can search across them. It’s designed to answer “who holds what” and to let you retrieve the documentation.
Can qualifications have expiry dates and reminders?
WorkGuru qualifications can track expiry dates, but automated expiry reminders and notifications are currently requested features rather than built-in automated alerts.
Can qualifications help when scheduling people?
No. Qualifications in WorkGuru are recorded for reference and don’t affect staff allocation or scheduling. The system won’t warn you or prevent you from scheduling someone onto work they aren’t ticketed for — that check stays with whoever builds the schedule. If you need qualifications enforced at the point of scheduling, this isn’t the feature that does it.
Can we attach certificates to qualification records?
Yes. A copy of the license can be held against the qualification and downloaded when it’s needed, which is usually the point — the record on its own is less useful than being able to produce the certificate.
Does WorkGuru replace an HR or learning management system?
No. This is a reference record of what your people hold, sitting next to the operational work. Training pathways, renewals, performance and employment records belong in an HR or LMS platform, and WorkGuru isn’t trying to be one.
Can we decide which qualifications matter to our business?
Yes — you define what you record. Most businesses are better served recording the handful that genuinely gate work or get asked for on site, rather than everything anyone has ever completed.
Bring us the qualification spreadsheet.
We will show you where the useful information can sit closer to the people and the work it affects.