With Competency Overview in Mentor HMS, you can keep track of employees' training, courses and certifications. You can record completed courses, monitor when competencies expire and export the overview to Excel.

You decide which course types your organization needs to track, such as first aid, fire safety or health and safety training.

Competency Overview is available to administrators and editors. You can find it as a separate tile on the home page.

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Create and manage course types

You can create your own course types for the training your organization needs to track.

Select the gear icon in the top-right corner, then select Manage course types.

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Register employee competence

You can register the same competence for one or more employees at the same time. This is useful when several employees have completed the same training.

Step 1 - Select course and validity

1. Select Register competence at the top of the Competence Overview.
2. Select an existing course type or create a new one.
3. Enter Completion date.
4. Select how long the competence should be valid:
   • No expiry date: The competence has no registered expiry date.
   • Specific date: Enter the date the competence expires.
   • Duration: Specify how long the qualification is valid by entering years and months.
5. Select Next.

Step 2 - Select employees

1. Search for employees or find them in the list.
2. Check the box for one or more employees who have completed the course.
3. Select Next.

Step 3 - Review and save

In the final step, you will get a summary of the registration.

1. Check the course type, completion date, and any expiration date.
2. Check which employees have been selected.
3. Select Save registrations.

The qualification is now registered for the selected employees and is included in the competence overview.

If an employee already has the course registered, the new completion will become the current one. Previous completions are kept in the history and can be included in the Excel export.

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View registered competence

In the competence overview, you can see how many employees have registered qualifications for each course type, and how many registrations are about to expire or have already expired.

Select a course type to see which employees have completed the course. By clicking on a name in the list, you will get an overview of the qualifications registered for that person.

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You can use the filter button to filter by employee, department, course type, or status. See illustration.

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Follow up on qualifications that are about to expire

The qualification overview helps you follow up on courses and certificates that need to be renewed. When a registration has an expiration date, administrators and editors receive an automatic notification 60 days before the qualification expires.

Notifications are sent via both email and within Mentor HMS. If multiple registrations reach their notification deadline on the same day, they are combined into a single notification per recipient.

You can also check the Competence Overview to see how many registrations are about to expire or have already expired.

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Export the competence overview to Excel

You can export the competence overview to Excel when you need documentation for internal follow-up or audits.

Select gear icon in the top right corner, and then Export competence overview.

The Excel file contains information about the course type, employee, department, completion date, expiry date, and status. You can also choose to include employees without competence registrations and a history of previous completions.

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Good to know

• Previous completions are not shown directly in the Competence Overview, but can be included in the Excel export.
• When an employee leaves, associated competence data is deleted.
• The Competence Overview is a tool for documenting and following up on training. The company must itself assess what training employees need and when it should be renewed.

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