Tracking licenses and certifications

In this video you'll set up license and certification tracking. You'll tell the system what each role must hold, see who is current, lapsing or missing, watch a nurse add her own license from her phone, verify it, and decide which requirements actually stop a shift from being booked. Open Credentials, then Team credentials. This is the manager's view. Notice what it says at the top: you don't type licenses in here. Each person adds their own, and it appears on this page for you to check. Because your roles are called RN and CNA, the page suggests what they probably need: an RN license, and a CNA certification. One press, Add these as advisory, sets both up. Any other requirement goes in by hand: press Add a requirement, choose the role, the credential it must hold, and its strength. Advisory, the default, warns a scheduler but still lets the booking through. Blocking refuses the assignment outright. Advisory is the safe start, because on day one nobody has uploaded anything yet. The list under What each role requires now reads like a policy: RN must hold an RN license, CNA must hold a CNA certification, both advisory for now. Each one can be removed with one click. Now look at Needs chasing. There's a row for every person and every required credential, including the ones nobody has uploaded. That third state, nothing on file, is the one a surveyor asks about, and it's the one a list of expiry dates can never show you. Once licenses arrive, each one shows as Current, Expiring when it lapses within sixty days, or Expired. The dashboard counts the same list under Credentials to chase, so the gaps are never more than one click away. Here's Maya, one of our nurses, signed in on her phone. She opens My credentials. A license belongs to her, not to her employer: you can see it, you can't change it, and it goes with her to her next job. She chooses what it is, an RN license, and types the license number and the issuing state. If her license is multistate under the Nurse Licensure Compact, she ticks that box. Then the issue date and the expiry date, which are the dates that matter. A photo of the certificate is fine, and it's optional. She presses Save credential. It's in her wallet now. Only Maya can change that expiry date, which is exactly the point: nobody in the office can quietly extend a license. Back on Team credentials, Maya's RN license has arrived on its own, marked Current. Check it against the state board, then press Mark verified. Verifying is your own record on your own copy; it doesn't travel with her to another employer. Now the rule that bites. Add the RN requirement again, this time as Blocking, refuse the assignment. Saving tells you how many people that affects. It's not retroactive: anyone already on a shift stays on it, but nobody without a current license can be given a new one. The confirmation says exactly who that is: here, one RN with nothing on file, who can't be scheduled until it's uploaded. From now on, the check runs against the end of the shift, so a license that lapses halfway through a night fails a booking made today, while there's still time to chase it. And it's checked twice: once in the browser as you schedule, and again in the database when the assignment is saved. That's credential tracking. Requirements hang off a role, advisory or blocking. Every person is current, expiring, expired, or has nothing on file. Nurses keep their own licenses in their wallet, you verify your copy, and a blocking requirement keeps an unlicensed person off the schedule.