Set licence reminders and what staff can do
Who is reminded before a licence runs out, the planner, and staff self-service.
What this is for
This settings page decides who hears about what. For each kind of licence or ticket you choose when reminders go out, who gets them, and whether the expiry shows on the planner. Below that are the switches for what staff can do on their own phones, for the whole shop and person by person.
What is on this screen
Each part of the screen above, top to bottom, and what changing it affects.
Tabs along the top
- Licences & reminders · Leave · Safety · Recruitment
- Each tab shows only if your shop has that part. Leave and Recruitment come with HR; Safety comes with Workshop and Scale.
Reminders and the planner
- One row per kind of licence · Change
- Each row sums up its rule, for example '60, 30, 7 days before and on the day · the person, HR · in Sign OS and by email · not on the planner'. Change opens it.
- Remind this many days before it expires
- Up to eight numbers, separated by commas; 0 is the day itself. The biggest number is also when the licence turns amber (expiring soon).
- Keep reminding weekly once it has expired (up to 12 weeks)
- Off, one catch-up reminder goes out on the day it expires and then nothing.
- Who gets reminded
- The person it belongs to, their department leads, HR people, and up to 20 named people.
- How
- A notification in Sign OS, an email, or both. Untick both and nothing is sent.
- Show the expiry date on the planner · Who sees it there
- Puts a marker on the Planner on the expiry date. It takes no capacity. Who sees it: Everyone, Department leads and HR, or HR only.
What staff can do for themselves
- The switches
- Add their own licences and tickets · Request leave, RDOs and RDO moves · Upload their own doctor's certificates · See their own leave available · See when others are away · Report a hazard · Report an incident · See the plant register and safety data sheets. All start on, each saves as soon as you flip it, and only the ones your shop has show.
- One person differently
- Pick a person and set each switch to Follows the shop, Yes or No. Their setting beats the shop's. HR people can always do everything.
Kinds of licence and ticket
- Add your own
- For anything else you track, like a router sign-off. Name, Kind (Licence, Certificate, Training, Signed off in house, Other) and Usually lasts (months), which fills in the expiry date from the issue date.
- Offer it when adding a record
- Switch off to retire one of your own kinds; it disappears from the add form and the reminders.
- The starter list
- The kinds every shop gets. You can't rename them, but you can change their reminders above.
Before you start
- You can change HR & safety records (the Manage HR & safety records permission). Anyone else is sent back to HR & Safety.
Step by step
- 1
Open Settings → Team → HR & safety, or the Settings tile on the HR & Safety home page.
- 2
Under Reminders and the planner, press Change on a kind, such as Forklift licence.
- 3
Set the days before, who gets reminded and how. Tick Show the expiry date on the planner if you want it on the calendar, and choose who sees it. Save.
- 4
Under What staff can do for themselves, switch off anything you would rather the office did for them.
- 5
If one person needs different rules, choose them under One person differently and set their switches.
Tips & gotchas
- Out of the box every kind reminds the person and HR at 60, 30 and 7 days and on the day, then weekly for 12 weeks, in Sign OS and by email. It is not on the planner until you switch it on.
- A renewal with a later expiry starts the reminders again, so nobody gets chased for a licence they've already renewed.
- People who have left get no reminders, and nobody is reminded about their licences.
- Read and sign policies and assigned inductions have no switch. If a policy applies to someone, they sign it.