Schedule a licensing check

The Licensing register manages the checking of professional registrations and other credentials. You can schedule a single or recurring task and the platform will automatically delegate and communicate what needs to be done.

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Form tabs

When you click on the FAB to schedule a new licensing check, the Licensing details page will contain 2 tabs:

1. Description tab - Contains the details and schedule of the licensing check.  This is where you schedule your licensing check.
2. Series tab - Displays all the licensing tasks in the series as per the schedule. (This tab is not relevant when scheduling a new licensing check - see About the licensing register to learn more)

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Description tab components

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Licensing details

This component enables you to describe the licensing check, link related contracts/agreements, and set the instructions for the Action officer.  

• Licensing type - select the name of the licence
  Note: Free type it - if the applicable 'licensing type' does not present as an option on the list, tick this box and the field will convert to a 'free text' field where you can add the details manually.
• Credential holder - select either 'LOGIQC User' or 'Contact.

• Next step - select the name/s of the credential holders
  Note: if multiple names are selected, this will generate a separate licensing check for each credential holder selected when the form is submitted.
  Note: the name of each credential holder selected will automatically populate in the Action officer field, however, this can be manually changed, as required.  
• Related agreement (optional) - select related contract from your Contract register. You can search by the name or use the scroll on the right hand side. 
  Note: in selecting a Contract, a link to the licensing check will be added to the selected Contract. This functionality is useful, when a contract specifies credentialling requirements. 
• Reference documents (optional) - select related document/s. You can search by the name or use the scroll on the right hand side. 
  Note: A hyperlink to the the document/s will appear as a link at the Action stage for the Action officer.
• Instruction type - this is an optional feature that links to the Task Instructions Library. This feature is an add-on for the Maintenance register designed to save time when scheduling tasks by providing access to a menu of built-in instructions to choose from. The Task Instructions Library includes over 100 examples of typical task instructions. 
• Instructions - define the instructions for the credentialling check. 
• The following example illustrates how sequential and concise instructions could help the Action officer. 

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Licensing Schedule

This component enables you to schedule the licensing task and set the frequency.

• Click on Schedule to open the scheduler.
• Approval due date - select the date the licensing check is next to be completed.
  Note: exclude time for the Approval officer to approve the licensing check.
• Action days - number of days the Action officer has to complete the licensing check.
• Approval days - number of days the Approval officer has to the approval the licensing check. Note:  Based on the Action due date, the scheduler will calculate and display when the reminder email will be sent (Start date), the deadline for the Action officer (Action deadline) and the Approval due date.
• Frequency - If the licensing check is required to be completed more than once, select the required frequency eg Monthly. If the licensing check is required to be completed only once, select Once off. 

• Recurrence - select the frequency 'pattern' the licensing check is to occur within the period selected, eg. every 1 year or every 3 years. Depending on the frequency pattern selected you will be presented with different options to set the 'pattern'. 

• End - The schedule will default to 'No end' which means new licensing checks will continue to be automatically created according to the schedule. Alternatively, you can set the behaviours with the following options:
  No end - select this option if the licensing check is to continue repeatedly
  End after - select this option if the licensing check is to End after a specified number of times, eg 4
  End after - select this option if the licensing check is to End after a certain date, eg. 20/6/22
  Halt schedule - select this option when the licensing check is to be halted (stopped)
• Click OK to set the schedule.

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Assign

This component enables you to set who will complete (Action officer) and who will close (Approval officer) the licensing check. It's important that these choices align with organisational delegations relating to the management of checking staff licensing and credentialling requirements. 

• Action officer - select the staff member responsible for conducting the licensing check.
  Note: the name of the credential holder who has been selected in the field titled Credential holder (referred to earlier) will have automatically populated in the Action officer field. If this is not the person who will be completing the check, select Assign to a different action officer and select the Action officer. This flexibility accommodates instances where the Action officer is not the credential holder, but another staff member, eg HR officer.  
• Approval officer - select the staff member who is accountable to close the licensing check.
• Related business area - select the business area the credential holder works in eg. clinic or if the credentials relate to managing dangerous equipment, the related business area would be 'work health and safety'.
• Related meeting - select the meeting that has oversight responsibility for credentialing. 

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Access control

The Access control component is where you define which users have access to view the item. You can grant access to a team or individual users, or both.

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Attach records

This component enables you to attach records such as correspondence. Records can be attached at each stage of the workflow. Click Attach to add records.

Note: When scheduling the licensing check, it's unlikely that you will attached records at this time. It is more likely that records will be attached when conducting the licensing check.

• Record name - When naming the record ensure the description is meaningful. For example, 'APHRA Certificate - Harper Whitley - 2022'.
• Record Category: - select from the list, the type of record eg. 'Credential - professional registration' 
• File or Link - click on Choose file and navigate to the record on your computer.  If you have links enabled, toggle to change the control to add a URL to the record. The URL must be a in a web (http://) or Microsoft Sharepoint format (https://<company>.sharepoint.com/...)
• Viewing permissions - by default, the viewing permissions for the record will inherit the viewing permissions set in the Assign component on the licensing details form, however, you can apply a different level of access for the record. This is because the record itself can also be accessed via the Records register.  

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Submit/save the form

The green Submit button will save the form and create the first licensing check as a future action.  

If you want to create a separate related/linked item you can select the relevant register in the  Create a related item component. When you press Submit, the platform will launch a new item in the register you selected. For example, if the licensing check has raised an issue in relation to staff competencies, you could select the Training option to create a new item in that register. The platform will display a link between the two items in the System event history.

You can choose to save the licensing check as a draft. In choosing this option, you will be able to complete all components of the form with the exception of assigning the Action officer and the Approval officer.

Click Save as draft and the licensing check will be saved in the Draft tab on the Licensing register.