Credentials and competency
Track licences and certifications, get reminded before they expire, and decide whether gaps warn or block scheduling.
Rufineous Emmanuel
Last Update a day ago
Field work runs on tickets — first aid, licences, accreditations. Maliru tracks who holds what, chases expiry before it bites, and connects credentials to the work that requires them.
Set up your credential types
Under Users → Settings → Credential types: "Define the licences and certifications your workforce carries, their validity, and when to remind before expiry." Each type has:
- A name (e.g. First Aid, Forklift Licence).
- An optional default validity in months — recording an issue date then suggests the expiry automatically.
- Reminder days before expiry (e.g. 30, 7, 1) — each stage fires once.
- A Requires evidence switch for types that need the certificate attached.
Recording credentials — two directions
- Admins add credentials on a user's record (Credentials tab), with reference, dates and evidence.
- Workers add their own under Me → My credentials: "An administrator reviews each one before it counts." Self-submissions sit as Pending review until an admin approves or rejects them — and a pending credential doesn't satisfy job requirements yet.
Removing a credential archives it; nothing is ever silently lost.
Expiry reminders
As a credential approaches expiry, Maliru notifies at each reminder stage — both the worker ("Your First Aid expires on {date}. Arrange a renewal.") and everyone who manages users. Expired tickets fire a final alert, show red on the worker's Today tab ("{n} credential expired"), and count on the admin dashboard's Credentials expiring tile.
Connecting credentials to work
On any job, set Required credentials — "Workers without a valid one are flagged when assigned." Then choose your enforcement policy under Credential types: "When a required credential is missing or expired:"
- Allow — no check.
- Warn (default) — the assignment publishes, with a visible flag: "Published — missing First Aid flagged."
- Block — the assignment is refused: "Assignee is missing required credentials: {names}." A dispatcher can consciously override with Assign anyway — and the override is recorded in the audit trail.
The digital ID card verifier uses the same logic: scanning a worker's card answers Cleared to work or Not cleared to work with their credential counts.
Tip: set reminder days to match your renewal lead times — if a ticket takes six weeks to renew, 45, 14, 1 beats the default 30 days.