Create a New Competency
Start on your Admin Dashboard and click the Competencies tile.
Click the Add New button and select Competency.
Note: You can also create Groups and Processes if needed to organize your growing list. This is completely optional, however, Processes cannot be created without a Group.
Enter a name for the competency.
Provide a Group Number (optional) if group number doesn't exist, you can create one, change the Expiry Period , and change the Competency Contact, if needed, by default the system adds the creator of the competency.
Add Prerequisites
Prerequisites block workers from requesting an assessment until they are finished.
Locate the prerequisite types from other Workhub components.
Click the plus sign button (+) next to a component type.
Select the specific items workers must complete first.
Define Assessment Criteria
Click Add Criteria and type your evaluation text. Minimum one required.
(Optional) Click Add Section to organize your criteria into sections.
(Optional) Click Import to use an existing competency as a template.
To reorder: Click and drag the six dots icon next to any line.
To remove: Click the three dots icon then click the trash icon. The text will cross out, allowing you to click undo if needed.
Relate Competencies to Assets (Optional)
If the competency applies to specific company assets, you can track operator status.
Go to the Related Asset Category box on the bottom right and click +
A pop-up box will appear., choose your Asset Category and click Add Selected button.
This links the training data directly to the asset. You can maximize any listed operator in that asset view to check the exact number of competencies and status.
(View from Assets)
These indicators include the quantity of Unassigned, To Do, and Done competencies.
You may see a blue status with a number. This indicates other statuses if Unassigned, or To Do is present.
For example Wade Zimmerman, has one competency To Do that is currently not assigned to his position. Alongside with 2 more statuses (blue number).
This blue indicator groups other statuses Done, or To Do. You can hover the blue indicator to see the additional statuses and number.
A competency can be assigned as optional, however, when competencies are linked to assets, and the asset has an operator, this operator is required to complete the competency.
For example: Driver Competency is assigned to the Warehouse Operator's position as optional. One of the workers in this position is listed as operator of the F150 Pickup Truck (asset) Linked to the Driver Competency.
In this case for an admin from the assets component, this operator will be flagged with a To Do competency for this asset, even though there is nothing To Do visible from the Competencies component for the worker or admin. He is the driver of the asset therefore "required" to complete the assessment as operator.
Add Assessors
Assessors evaluate workers from their own Worker Dashboard without needing admin access.
Click + on the Assessors card.
Check the boxes next to the chosen workers in the pop-up list.
Click Confirm at the bottom of the pop-up.
Your chosen assessors will then display on the card. You can remove anyone you don't want by clicking the trash icon by their name.
Conditional Status Alerts
Some icons may show if specific conditions are meet.
If a colored symbol appears next to an assessor's name, take the following action:
⚠️ Yellow Alert: Competency Missing
Issue: The competency is not assigned to this worker.
Fix: Assign it to their Position to enable them.
The competency can be saved with this status, however, the assessor wont be able to see it from the worker dash. It must be assigned to the assessor.
🚫 Red Alert: Permissions Missing
Issue: The worker's position lacks permissions.
Fix: Enable View Competencies permissions for their position.
The competency can be saved with this status, however, the assessor won't be able to perform the assessment. You must provide the required permission to the worker's position.
🔄 Blue Round Arrows: Change Assessor (No action required)
Competencies require at least one assessor, these arrows substitute the delete option when there is only one assessor selected, indicating that it can only be replaced.
Save the Competency
Click Save Competency in the top right corner. You must see a green notification at the right bottom corner of the screen.
If items are missing:
You will not be able to save if fields such as Title, Criteria, or Competency Contact are missing. These fields will be highlighted for you to fix before saving.
After saving:
You can now proceed with the assignments for the competency. You can also make the Competency Inactive if needed by clicking the status toggle switch.
Assign the Competency
Navigate to the Assignments tab along the top of the screen.
Locate the grid containing your company Positions and requirement levels.
Set the assignment level for each position:
N/A: The competency is hidden and not assigned.
Optional: Visible to the position, but not required.
Required (Low, Medium, High, Critical): Appears as a red, mandatory requirement for the worker.
⚠️ Important Assessor Step
You must include the Position(s) of your Assessors in these assignments. Prequalified assessors will automatically show as compliant on the Worker Compliance screen with the status Instructor/Assessor - Prequalified.
⚠️ Critical Reminder on Prerequisites
Assigning a competency does not automatically grant workers access to its prerequisites. Workers must be assigned those underlying courses, certificates, policies, or procedures separately through their respective components.
Review the worker's status icons to ensure proper access:
Administering a Competency
Once a competency is created and assigned, you can manage its ongoing lifecycle using the tabs at the top of the specific competency's page.
Overview Tab
Review, edit, or audit your competency details, prerequisites, assets, and assessors as described in the steps above.
Assessments Tab
Review and manage incoming competency assessment requests submitted by your workers.
Review Requests: Click on any item in the list to open and review the request.
Track Prerequisites: View which prerequisite items the worker has successfully completed.
Evaluate Criteria: Review the required assessment criteria for the task.
Downloads: You can download from this tab the Assessment List in PDF and Excel.
CSV Reporting is available to Standard Plan Subscribers Only
Free subscribers will have watermarks on their PDF Downloads
Take Action: Click Assess to complete the evaluation, or click Decline to dismiss the request.
Submit for a Worker: Click the Request Assessment button in the top right corner to submit an assessment request on behalf of a worker.
📖 Related Resource: For detailed instructions on managing competencies, please see our dedicated article: Assessing and Requesting Competency Assessments
Worker Compliance Tab
Review the overall compliance metrics and status history for everyone assigned to this specific Competency.
Managing Worker Compliance Records
You can quickly update individual or group records directly from the compliance list:
For Individual Workers: Click the menu icon (three dots) on the far right end of any worker's row. From here, you can choose to Reset their Compliance (if they are already marked as Competent). You must provide a reason for the reset.
For All Workers: Click the red arrow at the top of the compliance column to reset the compliance status for every worker in the list at once. This step requires you to type the reason for the reset. The you can click Reset.
Understanding Worker Status Colors
Just like other components in Workhub, worker compliance statuses use a distinct color-coding system:
🔴 Red Status (Not Competent): Includes statuses like To do or Requires Supervision.
🟢 Green Status (Competent): Includes statuses like Done or Instructor/Assessor. Also applicable for Prequalified workers.
🔘 Grey Status (Optional): Indicates the status (if completed) of optional assignments
Download Blank Form
If need to complete the assessment offline, or need a Blank PDF form for some reason, it can be easily downloaded from the both Worker or Admin dash.
Free subscribers will have watermarks on their PDF Downloads
Worker Dash
Go to the Competencies component
Click My Competencies, or Asses Others tab.
Select the competency from the list
Click the three dots on the right hand side of the Assessment Criteria section and select Blank Assessment download option.
Admin Dash
Go to the Competencies component
Select the competency from the list
Click the three dots on the right hand side of the Assessment Criteria section and select Blank Assessment download option.
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Need Help?
If you run into any trouble or if you have any questions, you can always contact our Support Centre for assistance. You can click the orange question mark Help Chat button in the bottom left corner of your screen for chat support. You can also email our Support Centre at [email protected].
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