In Verde HR You can assign a compliance event to a specific employee and edit the details so it relates to that employee, e.g., when a driving licence must be checked, when a CSCS certificate will expire. To assign a compliance event to an employee open the employee record of the employee who’s being assigned the compliance event. Open Compliance in the employee side menu (see 1 on the screenshot below) from the side menu this will open a new menu below the top menu, select Compliance (see 2 on the screenshot below) from that menu.
How to Assign a Compliance Event to an Employee
- Choose the name of the compliance from the drop-down menu of the Compliance Type field (see 3 on the screenshot below)
The options listed on the drop-down menu are the options created and set up by the administrator on the Administration tab. For example, if a DBS is a compliance requirement for a job, then the name of the main document could be DBS.
- Select the appropriate status of the document from the drop-down menu Pending (see 4 on the screenshot below). `
You can choose from the following list: All Documents Compliant, Documents Pending, Documents Non-compliant, Documents Expiring.
N.B. the system changes the colour of a compliance event to yellow if the date in Review date field (see 6 on the screenshot below) is between 28 days and 1 day of the current date.
- In the Effective date field (see 5 on the screenshot below), choose the date that you have input your data or the last date you have effectively reviewed or updated it.
- In the Review date field (see 6 on the screenshot below), set up the date you will need to review this compliance entry.
The review date in this field (see 6 on the screenshot below) is the only review date that drives changes to the status of the compliance event. The review dates in the rows below (see highlighted section 7 on the screenshot below) are aide memoires and do not drive status changes in the system.
four rows with fields Document Name, Reference, Effective Date and Review Date are optional (see highlighted section 7 on the screenshot below). They can be used to add additional information e.g. for a casual car driver you may add to driving licence, in the Document name field, the Driver No in the reference field that saw you saw it in the effective date field and the date you wish to see it again in the review date field, you may use other fields for Insurance Policy or MOT certificate.
- Optional you can type in some notes in the Notes field (see 8 on the screenshot below)
- Click on the Save tab (see 9 on the screenshot below) to save your compliance event.
N.B If you do not click on save, the compliance event will be lost, once you press clear to create a new compliance event, open another compliance event from the list, or move to another page.
- To clear the form and add a new Compliance record click on the Clear tab (see 10 on the screenshot below) to clear the form and add new compliance entry.
- Create a new compliance entry as outlined above.
- All compliance events are listed in the Compliance List (see section11 in the green box on the screenshot below).
How to Edit or Delete a Compliance Event
- If you want to edit any of the compliance entries, just select the entry you want to edit in the Compliance List and click on Edit (see 12 on the screenshot below). This will open the compliance record you have chosen for you to update.
- If you want to delete a compliance entry, just select the entry you want to delete in the Compliance List and click on Delete (see 13 on the screenshot below). This will delete the record.
When you edit or delete a compliance event, you must click on Save to save your update. Otherwise the record will be reinstated when you select a new record from the list, press clear to create a new record or move to a new page.
Screen Shot
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