Managing and Assigning Credentials

The Credential Manager gives you the ability to manage employee credentials, assign credentials to specific employees, and add important details to completed credentials.

Certification Management

Accessibility and Automation

Reduce the administrative workload of tracking employee certifications and credentials by staying up to date with automated alerts and notifications and accessing records in real-time from any mobile device.

Easy-to-use software from Sospes ensures worker certifications and credentials are up-to-date. It also provides workers with self-service access to their credentials from any computer, smartphone, or tablet. Sospes proactively alerts employees, supervisors, and training managers when certifications are approaching expiration so scheduling training is easier than ever.

Managing and Assigning Credentials

If your role in Sospes is a Supervisor, Safety Professional, and/or Certification Admin, you will have access to the Credential Overview found under Credentials. From the Credential Overview, you have access to the Credential Manager. For more information on user roles and permissions, click here.

 

 

The Credential Manager gives you the ability to manage employee credentials, assign credentials to specific employees, and add important details to completed credentials.

Continued education is often required within many fields. This keeps workers up to date on new technologies, safety procedures, and skills within the industry. Properly tracking employees’ continuing education helps you and the company stay current and it protects your business from liability.

With Sospes, you can organize your system to recognize who is up for renewal, ensuring your employees are in compliance and up to date!

Credential Manager

To open the Credential Manager, from the Credential Overview page, click the textbox in the center Open Credential Manager.

On the next page, you will see a menu on the right-hand side to navigate to other pages:

  • Credential Overview: Returns you to the Credential Overview
  • Manage Credentials: This allows you to manage and create credentials.
  • Assign Credentials: Gives you the ability to assign credentials to specific employees.
  • Credential Employees. Access to specific employee credentials to view, manage and update credential information.

 

Manage Credentials

To manage existing credentials and/or create a new credential, click the Manage Credentials tab on the left. This will open the Manage Credentials page. At the top of the page, you will see two tabs: Active Credentials and Archived Credentials.

Active Credentials

To view all of the active credentials in the system, click the Active Credentials tab at the top of the page to highlight in navy blue.

Edit Credential
  • To view and/or edit the details of a specific credential, click the red pen icon on the right-hand side of each credential. This will bring you to the Edit Credential page where you can edit the Title, Description, Alert Dates, and Expiration Dates.
  • Title: Click the name of the credential that appears in the first textbox. Using your computer’s keyboard, edit the text as needed.
  • Description: In the second textbox, click the description of the credential. Using your computer’s keyboard, edit the text as needed.
  • How many days before this credential expires would you like to begin sending alerts? Click on the textbox next to Days and type the number of desired days using your computer’s keyboard.
  •  How many months does this credential expire? Click on the textbox next to Months and type the number of months using your computer’s keyboard.
  •  Is Active: If the credential is active, click the check box next to Is Active.
To cancel any changes you’ve made, click CANCEL or click the “X” in the top right-hand corner of the page. You will be returned to the Manage Credentials


To save any changes you’ve made, click COMPLETE and you will be returned to the Manage Credentials

Archive a Credential


To archive a credential, click the picture of the icon to the right of the credential name. This credential file will be sent to the Archived Credentials tab.

 Create a Credential 

  • To create a new credential, click ADD NEW CREDENTIAL at the top of the page. This will bring you to the Create Credential
  • Title: Click TITLE in the first textbox. Using your computer’s keyboard, type the name of the credential you are creating.
  • Description: In the second textbox, click DESCRIPTION. Using your computer’s keyboard, type a description of the credential you are creating.
  • How many days before this credential expires would you like to begin sending alerts? Click on the textbox next to Days and type the number of desired days using your computer’s keyboard.
  •  How many months does this credential expire? Click on the textbox next to Months and type the number of months using your computer’s keyboard.
  •  Is Active: If the credential is active, click the check box next to Is Active.

To cancel any changes you’ve made, click CANCEL or click the “X” in the top right-hand corner of the page. You will be returned to the Manage Credentials

To save any changes you’ve made, click COMPLETE and you will be returned to the Manage Credentials

From the Manage Credentials page, there is a menu on the left-hand side to navigate to other pages:

  • Credential Overview: Clicking this menu option will return you to the Credential Overview
  • Assign Credentials: Clicking this menu option will take you to the Assign Credentials For more directions on how to assign credentials, click here (hyperlink).
  • Credential Employees: Clicking this menu option will take you to the Credential Employees For instructions on how to credential employees, click here (hyperlink).

Assign Credentials

Once credentials are created, you can assign credentials to specific employees in the system. From the Credential Manager page, click the Assign Credentials tab on the left. This will open the Assign Credentials page. On this page, you will see a list of all employees in the system. Here you can select the employees who need a specific credential.

Select the Credential

The first step is to select the credential that you would like to assign for one or more employees to complete.

  • At the top of the page, under Select which credential to assign, click the dropdown menu in the textbox. This will open a list of all of the credentials that have been created in your company’s system.
  • Scroll through the list of credentials and click the credential that you would like to assign to one or more employees.

Sorting Employee List

Next, you will see a list of employees. By default, the list of employees is sorted by the employees’ last names. However, you have the option of changing how the employee information is sorted.

At the top of the page, you will see a dark blue header with the following column titles: ID, FIRST NAME, LAST NAME, FACILITY NAME, and SUPERVISOR.

  • To sort the employee information by one of these categories, click the title of the column. For example, if you would like to sort the list by the first name, click FIRST NAME.
  • The first click will sort the column information in ascending order.
  • The second click will sort the column information in descending order.

Narrowing Search Results

You also have the option to narrow down your search results to specific categories found in the dark blue header at the top. 

Select Employees

Once you have sorted the list of employees to your preference and/or set your search criteria, you will need to select the employees that need to be assigned this specific credential.

Selecting All Employees

  • To select all of the employees, at the top of the page in the blue header on the right-hand side, click the box next to NEEDS CRED.
  • This will select all of the employees on the list with a checkmark.
  • To save your selections, at the top right-hand side of the page, click Save changes.
  • To de-select all of the employees, click the box next to NEEDS CRED. to remove the checkmarks.
  • To cancel any changes and return to the previously saved credentials, at the top right-hand of the page, click Cancel changes.

Selecting Multiple Specific Employees

  • To select specific employees, on the right-hand side of each employee, click the individual boxes in the NEEDS CRED.
  • Once your selections have been made on each page, at the top of the page, click Save changes.
  • To de-select individual employees, click the checkbox next to the employee information to remove the checkmark.
  • To cancel any changes and return to the previously saved credentials, at the top right-hand of the page, click Cancel changes.

Note: If there are multiple pages to your sort/search results, before scrolling to the next page of employees, click Save changes.

Navigating Employee Pages

  • To go to the next page of employees, at the bottom of the page, click the arrow-forward button to go to the next page.
  • To go back to the previous page of employees, at the bottom of the page, click the arrow-backward button.
  • To navigate to the last page of employees, at the bottom of the page, click the arrow.
  • To navigate to the first page of employees, at the bottom of the page, click the arrow.

Credential Employees

Once you have assigned an employee a credential, you are now ready to complete the credential information in their profile and activate their credential.

From the menu on the left-hand side, click Credential Employees. On this page, you will see a list of all employees in the system, similar to the Assign Credentials.

To select an employee profile and view their current credentials, click anywhere on the line containing the employee’s information. This will take you to the Employee Profile page.

Employee Profile

Employee Information

This section of the Employee Profile will list the following information for the employee:

  • Name
  • Job Title
  • The facility in which they work
  • Hire Date

Employee Photo

On the left-hand side of this page, there is also the option to upload a photo of the employee. For instructions on how to upload employee photos, click here (hyperlink).

Employee Credentials

At the bottom of the page, you will see the list of credentials the employee has that are current, about to expire, or expired. On the left is the name of the credential and to the right is the expiration date. The highlighted color will indicate the status of the credential:

Green = current

Yellow = soon to expire

Red = expired/not yet certified

Add Credential Information

    • To add the details for the “not yet certified” credential, click on the name of the credential in the red header.
    • The details that need to be completed for that particular credential will appear below and the following textboxes will need to be completed:
  • Credential Number
  • Date Credentialed
  • Expiration Date
  • Credentialed by (Trainer’s Name)
  • Issued by (Name of Training Institution)
To complete, click the textbox for each of the above categories and enter the required information using your computer’s keyboard.

Add Credential Images

  • You have the option of adding images of the credential, either as an image or a pdf file.
  • To add an image, under Images of Credential, follow the directions in the textbox Drag files here or click here to select from your computer.
  • To add a pdf file, under PDFs of Credential, follow the directions in the textbox Drag files here or click here to select from your computer.
  • Save Credentials

To save any changes and/or images click SAVE at the bottom of this section.

  • Credentialling

To activate the credential, click CREDENTIAL at the bottom of this section. This will change the highlighting of the credential name from red to green, indicating that the credential is now current.

  • Collapsing Credential Details

To close the credential details, click the name of the credential in the colored header.

Renew, Revoke and Suspend Credentials

For those credentials that are either current (green) or soon to expire (yellow), you have the option to renew, revoke or suspend the credential. At the bottom of the credential details, you will see these options:

Renew Credential

  • To renew a current or soon to expire credential, click RENEW CREDENTIAL.
  • A pop-up window will appear, “Are you sure you wish to Renew this employee’s credential? The current credential will be archived.”
  • If you click NO, you will be returned to the credential details. You can also exit this window by clicking the “X” in the upper right-hand corner of the window.
  • If you click YES, the current credential will be archived.
    • A new credential with the same name will appear in the list with the same credential number, trainer name, and training institution name that was on the previous credential.
    • This credential will now be highlighted in red (not yet certified).
  • Once an updated credential date and expiration date and entered, click SAVE at the bottom of the screen.
  • Press CREDENTIAL at the bottom of the page and the highlight of the credential will be changed to green (current).

Revoke Credential

    • To revoke a current or soon to expire credential, click REVOKE CREDENTIAL.
    • A pop-up window will appear “Are you sure you wish to Revoke this employee’s credential? This cannot be undone.”
    • If you click NO, you will be returned to the credential details. You can also exit this window by clicking the “X” in the upper right-hand corner of the window.
    • If you click YES, the name of the credential will remain in the list, highlighted red (not yet certified), but all details will be deleted from this section.

Suspend Credential

    • To suspend a current or soon to expire credential, click SUSPEND CREDENTIAL.
    • A pop-up window will appear “Are you sure you wish to Suspend this employee’s credential?”
    • If you click NO, you will be returned to the credential details. You can also exit this window by clicking the “X” in the upper right-hand corner of the window.
  • If you click YES, the name of the credential and all of the details will remain in this section. The name of the credential will be highlighted red and the status on the right will display
    • To restore a credential that has been suspended, click RESTORE CREDENTIAL. The credential will return to its previous status of either green or yellow.

 Archive Credentials

  • If you would also like to display certifications that have been archived, above the list of certifications on the right-hand side, click the checkbox next to Show Archived.
  • The archived certifications will now appear in the list.
  • To hide the archived certifications, unclick the checkbox next to Show Archived.

To exit the Employee Profile page and return to Credential Overview, click the “X” in the upper right-hand corner of the page.