Release Notes – Greenshades Online Employee Services – 12/22/2021

January 6, 2022
By Greenshades Software

Anticipated Release – 12/22/2021


Welcome to the new certification management module! Here, administrators can add, manage, and maintain employee’s certifications, licenses, vaccinations, and other expiry documentation. Administrators can upload templates for these types of documents so that they can be auto-assigned to employees based on rules they set up, upload single certifications to a given employee, allow employees to upload their credentials and supporting documentation, and report and track on their certification compliance through an in-app dashboard.

Navigation:

Greenshadesonline.com > Employees > Employee List > Select Employees > Certifications

New Feature:

Under the employee card, administrators can view a given employee’s certifications associated to their profile. Each document will display a status based on its issue and expiry date:  

  

 

  • Clear/Active– the document has an active issue date and is not expired
  • Expiring Soon– based on the notification settings, the document is set to expire in a certain amount of days. This number is based off the administrator notification settings
  • Incomplete– the document is awaiting details
  • Needs Approval– the document details have been submitted by the employee and is awaiting administrator review
  • Denied/Update Now– the administrator has denied the employee entered credentials and the employee needs to update
  • Expired/Update Now– the document’s expiry date has passed. The employee must update this document as it is required for their employment
  • Expired– the document’s expiry date has passed, although it is not required

Statuses are generated by the system automatically. Administrators are able to view and edit details of an employee’s certification of any type at any time. Should an administrator adjust any detail of the employee’s certification, the system will recalculate the status as well as log the action in a history section displayed on the certificate details. Administrators can add a new certificate to an employee’s profile via the “+” card. Here, they can add a certification of any type either from a template or brand new. To add a new certification, administrators must enter the following:  

 

  • Certification Name- the name of the certification
  • Is it required?- administrator can mark whether or not the document is required for the employee to complete
  • Who will enter the details- the administrator can choose to enter the details for the document themselves, or they can request the employee to enter the details on their Green Employee
  • Required/optional information- this will display the required and optional information needed for the certificate. This will be based on the certification type. If the administrator chooses to complete, then these form fields will be entered. If the administrator chooses for the employee to complete, then the form fields will display for the admin to see.

   

  • Configure notification settings- the administrator is able to set notification settings for the administrators (email) and the employees (text or email). The days prior to expiry is configurable
  • Configure employee permissions- administrators can allow the employee to update the documents via their Green Employee account. If they choose to turn this functionality off, then employees will not be able to update expired or expiring soon documentation. If administrators choose to leave this functionality on, they can also choose to turn on approvals prior to the document being clear/active.

Navigation:

Greenshadesonline.com > Settings > Employee Services > Certification Management

New Feature:

   

Should administrators choose to have the system automatically assign certifications to employees, they can do so via the template library. Here any template can be assigned to a given position(s) so that any current or future employees with that position will be assigned that certification. Administrators can choose to create a template of any certification type via the “+” button. Administrators will be asked to enter the following:  

 

  • Certification Name- the name of the certification
  • Is it required?- administrator can mark whether or not the document is required for the employee to complete
  • Who will enter the details- the administrator can choose to enter the details for the document themselves, or they can request the employee to enter the details on their Green Employee. Should they choose the employee, the employee will be notified via text or email that a new certification is available on Green Employee
  • Required/optional information- this will display the required and optional information needed for the certificate.

   

  • Choose a position- any position chosen by the administrator will be automatically assigned the certification. The administrator can also choose ‘all employees’.
  • Configure notification settings- the administrator is able to set notification settings for the administrators (email) and the employees (text or email). The days prior to expiry is configurable
  • Configure employee permissions- administrators can allow the employee to update the documents via their Green Employee account. If they choose to turn this functionality off, then employees will not be able to update expired or expiring soon documentation. If administrators choose to leave this functionality on, they can also choose to turn on approvals prior to the document being clear/active

Once the administrator saves the template, the system will automatically apply the template to any employee that meets the criteria.

Navigation:

Greenshadesonline.com > Employees > Certifications > Certification Dashboard

New Feature:

 

For a 360 degree view of their employee’s certification compliance, they can view the Certification Management Dashboard. At the top of the page displays high level insights into certification compliance. First, the administrator can see how many documents are currently expired. Second shows the number of documents that will expiry in the next 30 days, and third displays all active/clear documents in the Greenshades system. The administrator can select the view button to view a more detailed list of these documents. Administrators can see all documents that require their approval. Administrators can select view to be redirected to that document to review and either approve or deny. Administrator can open any report from the reports menu. This will open a report to show all certifications of all types in an incomplete status, all certifications (in any status), all vaccinations (in any status), all licenses (in any status), all other type (in any status). These report can be filtered, customized, and saved for future use.