Onboarding routes and training such as VCA

A new carpenter has a lot to learn in a short time. With an onboarding route you list the steps and a mentor signs them off. You also keep track of each employee's training and certificates, such as VCA, and you get a timely reminder when one expires. Both pages are in the Capaciteit (Capacity) menu and are part of capacity planning (from the Groei plan). No add-on is needed.

Creating an onboarding route

Go to Capaciteit → Inwerkroutes (Capacity → Onboarding routes). Creating and assigning routes requires the permission Medewerkers, roosters en afwezigheid beheren (Manage employees, schedules and absence).

1. Click Nieuwe route (New route) and fill in a Naam (Name), for example New carpenter, and optionally an Omschrijving (Description).
2. Choose a role under Voor rol (For role) if everyone with that role should get the route automatically. If you leave it empty, you assign the route by hand.
3. Add steps with Stap toevoegen (Add step). For each step choose the Soort stap (Step type): Tekst (Text), Werkinstructie (Work instruction), Vaardigheid (Skill) or Document.
4. Switch on Begeleider tekent af (Mentor signs off) if the mentor has to confirm the step. If it is off, the step is done as soon as the employee ticks it.
5. Click Opslaan (Save).

When an employee ticks a work instruction, it is also recorded as read. When the mentor signs off a skill, the employee is set to independent in the skills matrix, provided the mentor is allowed to change that matrix.

Assigning and signing off

With Toewijzen (Assign) you choose a Medewerker (Employee) and a Begeleider (Mentor). If a route has a role and people have joined since, click Rol opnieuw toepassen (Apply role again). Everyone with that role who does not have the route yet then gets it.

Under Voortgang per medewerker (Progress per employee) you click a name to see the steps. There you choose Aftekenen (Sign off), Aftekenen met opmerking (Sign off with remark) or Aftekenen terugdraaien (Undo sign-off). A mentor only sees the employees he mentors. Nobody can sign off their own route. At the top are the tiles Actieve routes (Active routes), Bezig met inwerken (Onboarding in progress), Ingewerkt (Onboarded) and Gemiddelde voortgang (Average progress).

Good to know: Beamcore does not yet send a notification for a new route or a signed-off step, and a step has no deadline.

Training and certificates

Go to Capaciteit → Opleidingen (Capacity → Training). You see the page if you are allowed to manage employees or the staff planning. Recording training requires the permission Medewerkers, roosters en afwezigheid beheren (Manage employees, schedules and absence).

1. Click Opleiding toevoegen (Add training).
2. Choose the Medewerker (Employee) and the Soort (Type): VCA, Heftruck (Forklift), Hoogwerker (Aerial platform), BHV (Company emergency response) or Eigen soort (Custom type).
3. Optionally fill in a Naam (Name). Empty means the name of the type; for a custom type the name is required.
4. Fill in Behaald op (Obtained on), Geldig tot (Valid until), Uitgever (Issuer) and Certificaatnummer (Certificate number) and add the Bewijs (Proof).
5. Click Opslaan (Save).

What expires soon

The tiles show Verlopen (Expired), Verloopt binnen 60 dagen (Expires within 60 days), Binnen 7 dagen (Within 7 days) and Opleidingen vastgelegd (Training recorded). Under Binnenkort = (Soon =) you set how many days ahead you look; the default is 60. The table shows per training the employee, type, name, obtained, valid until, status and whether there is proof.

The employee and the administrators get a notification by email and in the app 60, 30 and 7 days before expiry and on the expiry day itself. Each notification is sent at most once. If you renew a certificate with a new date, the reminders start again.

You change or delete a training, and open the proof, on the Certificaten (Certificates) tab under Personeel (Staff). That is part of the Administratie (Administration) add-on (€69 per month).