The Competence module allows you to register and manage employee competencies, qualifications, certificates, and training records. Before competencies can be assigned to employees, you must first create Competence Categories and Competence Types.

Step 1: Create Competence Categories

Navigate to:

Competence → Administrate Competence

Competencies are organized into two levels:

• Competence Category – The main category used to organize related competencies.

• Competence Type – The individual competency that is registered on employees.

A Competence Category works like a folder that groups similar competencies together.

Examples of categories include:

• Education

• Certificates

• Training Courses

• Professional Qualifications

Tip: Spend some time planning your category structure before you begin. A well-organized structure makes the module easier to maintain as your organization grows.

To create a new category, click Add Category in the upper-right corner.

After saving the category, click + Add Competence Type to begin creating the individual competencies within that category.

Step 2: Create Competence Types

A Competence Type represents the actual qualification, certificate, course, or skill that will be registered for employees.

Start by entering a descriptive name.

Next, configure the settings for the competence type.

Variant

Select the variant that best matches the type of competence you are registering.

Available options include:

• General

• Course

• Education (From – To)

• Work Experience (From – To)

• Course/Certificate with Expiry Date

• Year

The selected variant determines how the competence will be presented and maintained.

Value is Registered As

Choose how users should record the competence.

Slider

Allows users to select a value on a scale from 1 to 9.

Useful for rating skill levels or proficiency.

No Value

No additional value is recorded.

Suitable when only the existence of the competence needs to be registered.

Dropdown List

Create your own predefined options that users can choose from when registering the competence.

Value List

Uses a reusable list of predefined values.

See Creating Value Lists below.

Large Text Box

Provides a larger text field for detailed information or comments.

Number

Creates a numeric input field.

For the best user experience, add a clear explanation in the Description field and change the Value Title to describe what users should enter.

Text Field

Creates a single-line text input.

Value Title

The Value Title determines the label displayed for the value field when users register the competence.

Instead of using a generic title, consider using descriptive labels such as:

• Grade

• Certificate Number

• Hours Completed

• Years of Experience

This makes the registration process much clearer for end users.

Creating Value Lists

Value Lists allow you to create reusable lists that can be shared across multiple competence types.

Navigate to:

Competence → Administrate Value Lists

Create the values you want to make available.

Examples include:

• Beginner

• Intermediate

• Advanced

or

• Pass

• Merit

• Distinction

When editing a Competence Type and selecting Value is registered as → Value List, two selection boxes will appear.

Move the desired Value List into Selected Value Lists.

When employees are registered with that competence, users will simply select one of the predefined values.

Limiting Competence Types

A Competence Type can be limited to:

• Specific Positions

• Specific Groups

• All Positions (Mandatory)

If Mandatory for All Positions is selected, the Position and Group options become unavailable.

Limiting competencies is recommended when they are only relevant for employees in particular job roles or departments.

For example:

• Forklift Certificate → Warehouse Employees

• First Aid Training → Health & Safety Team

• Teaching Qualification → Teachers

This helps keep employee competence records relevant and easy to maintain.

Best Practice

Before creating a large number of competence categories and competence types, it is worth investing time in designing the overall structure.

A well-planned setup will:

• Make competency registration easier.

• Improve reporting.

• Reduce duplicate competencies.

• Simplify future maintenance.

• Provide a better experience for managers and employees.

Need Assistance?

We recommend working with a Simployer consultant when setting up the Competence module. A consultant can help you design a scalable competence structure based on your organization's needs.

You can book consultancy services here:

https://www.simployer.com/no/produkter/marketplace/opplaering