A staff member's record: needs, link, certificates and offboarding

Open a name on the staff list to see everything about that person. Only association admins can open it.

Decide what they need

1. 1Step 1: Under What they need (or What they run and need), tick any activity they run, if your association has them (for example swimming or water activities for a club).
2. 2Step 2: Open Also needs (chosen for this person) and tick anything extra just for them.
3. 3Step 3: Add an Employee number if your export needs one.
4. 4Step 4: Select Save. Their status is worked out again.

Their own link

• Send their link emails them a link (no password) to see what your association needs and send a photo or PDF of a certificate. It works for 30 days.
• Send a new link replaces the old one; the old link stops working.
• Switch it off stops the link straight away.
• The panel shows when it was sent, until when it works and when it was last opened.
• If they also have an iComply sign-in, they can send certificates from My record instead.

Record a certificate yourself

1. 1Step 1: Under Record a certificate, choose Which qualification.
2. 2Step 2: Enter the Number, State, Issued by, Completed on and Expires as printed. Leave the expiry blank if it doesn't expire.
3. 3Step 3: Add the Certificate (optional) and select Record. It replaces the previous record of the same kind.

For a Working with Children Check or a registration you can look up, select Open the official register, tick I looked it up on the official register and it's current. and select Record register check. It then shows Verified on register.

Induction pack

Under Induction pack, choose an induction and any Extra policies to acknowledge for this person (policies for all staff always apply), and the Induction completed on date when it's done. Select Save induction pack.

Onboarding and offboarding

• Onboarding ticks: contract signed, checks sighted and recorded, induction pack completed, keys and devices issued, IT and email accounts created, emergency procedures walked through.
• Setting an End date under Details starts the Offboarding checklist: keys and devices returned, swipe cards and fobs deactivated, accounts disabled, final records filed.
• You can't tick keys and devices returned while they still hold an item from Keys & devices.

Also on this page

• Certificates the person sent that are waiting for you, with a link to Review uploads.
• Keys and devices held.
• Your compliance profile items and gaps for this person, when your association uses them.
• Details: name, email, position, role type, employment, first aid officer, start and end dates. Select Save details.