Prove who can do what, with evidence.

Overview

Capabilities describe what a staff member is trained, qualified, or skilled to do, backed by uploaded evidence documents.

They power site capability requirements and Smart Rostering suitability checks, and appear on each staff member's Capabilities tab.

Before you begin

• List the trainings, qualifications, and checks your sites genuinely require.
• Decide which capabilities expire and need renewal tracking.

Recommended setup order

1. Open Configuration, select Rostering rules, and find Capability Requirements in the Smart Rostering workspace settings.
2. Add a capability with a clear name, for example Diabetes Management Training.
3. Choose the type: Training, Qualification, Skill, or Capability.
4. Turn on Requires expiry date when the evidence must be renewed, such as checks, licences, and certificates.
5. Upload the matching evidence document against each staff member: their capability record updates automatically.
6. On each site, add the capability requirements that matter for that site's clients.

Key fields and settings

Best practice

• Name capabilities the way auditors and coordinators talk about them.
• Use expiry dates for anything renewable so document expiry tracking chases renewals.
• Keep site requirements realistic: require what the site's clients actually need.

Common mistakes to avoid

• Creating capabilities but never uploading evidence: unproven capabilities cannot support suitability decisions.
• Skipping expiry dates on renewable checks, which hides lapsed evidence.
• Requiring so many capabilities per site that no staff member ever qualifies.