In any company, from small businesses to large corporations, employees have designated roles they’re qualified for. Qualifying users for jobs ensures that only employees with the right skills, certifications, and experience are assigned to specific tasks, improving safety, efficiency, and compliance. This is especially critical in high-risk industries like construction, where only certified workers should operate heavy machinery to prevent accidents.
More broadly, proper qualification management helps businesses reduce errors, enhance productivity, and maintain regulatory compliance across various industries.
Assigning specific qualifications to users or smart groups also allows you to manage multiple teams within the same Time Clock while ensuring that each employee can only clock into their designated jobs. When clocking in, users will only see the jobs they are qualified for, eliminating confusion and preventing scheduling errors.
In this article we will go over:
I Have One Time Time Clock & Job Scheduler in the Account
If you only have one Time Clock and Job Scheduler in your account, you will be able to qualify users to Jobs directly from the Time Clock or Job Scheduler. Take a look at both options below!
How to Qualify Users to Jobs via the Time Clock
To qualify users for jobs via the Time Clock, follow these steps:
Access the Time Clock feature from the left sidebar and access the relevant Time Clock.
Click on the Jobs button next to settings.
If you need to create a new job, click 'Add job' and select 'Create new job'.
If you need to edit an existing job's qualifications, hover over the relevant job and click on the 'Settings' icon
Under the Qualified section, click Edit and choose whether to qualify the job to a smart group, select users, or both.
When you're done, click Save Job!
💡 Tip: Not familiar with the Smart Groups capability? Learn more about it here!
How to Qualify Users to Jobs via the Job Scheduler
Access the Job Scheduling feature from the left sidebar and access the relevant Job Schedule.
Click on the Jobs button next to settings.
If you need to create a new job, click 'Add job' and select 'Create new job'.
If you need to edit an existing job's qualifications, hover over the relevant job and click on the 'Settings' icon
Under the Qualified section, click Edit and choose whether to qualify the job to a smart group, select users, or both.
When you're done, click Save Job!
I Have More Than One Time Clock & Job Scheduler in the Account
If you have more than one Time Clock or more than one Job Scheduler, you will see a unified Jobs Tab on your left sidebar. The Jobs tab streamlines job management by unifying Jobs from all Time Clocks and Job Schedulers into one centralized hub. It allows you to efficiently oversee jobs, clients, or projects that users need to clock into or be assigned to— all from a single place!
Important! The Jobs tab will not appear in accounts with only one Time Clock and Job Scheduler. If you cannot see the jobs tab in the sidebar, you can still add jobs from within the Time Clock or Job Schedule features.
How to Qualify Users to Jobs via the Jobs Tab
To qualify users from the Jobs tab, follow these steps:
Access the Jobs tab from the left sidebar and access the relevant job.
Under the Qualified section, click Edit and choose whether to qualify the job to a smart group, select users or both.
When you're done, click Save Job!
How to Qualify Users for Sub-Jobs
When creating a new job, you can also create sub-jobs and qualify those to users by clicking on the ‘Add sub-job’ button. Let’s go over the process!
Sub-jobs give you the option to create jobs that are aligned and connected to the parent job, making your scheduling process more detailed and accurate.
For example, if you have a job that is a client with multiple locations, the sub-jobs can be these locations.
The default option for the sub-job settings would be the same as the parent job, meaning - the users who are qualified to the parent job would also be qualified for the sub-job. You can adjust this setting by unselecting the box that says 'Use same settings as a parent job' and adjust the users/smart groups that are qualified for this sub-job:
To qualify users for sub-jobs, enter the relevant job, hover over one of the sub-jobs, and click on the Settings icon. Next, un-check the box next to 'Use same settings as parent job'. Under the Qualified section, click on Edit and select the relevant users.
💡Tip: You can always change the qualification of an existing job from the settings of each job.
About Admin Permissions
If your account includes the Jobs tab, you must grant your admins permission to the Job Tab. Without this, they won’t be able to add or manage jobs from anywhere in the platform, including the Jobs tab, Time Clock, and Job Schedule.
If you do not have the Jobs tab in your account, you will need to ensure to grant admins permissions to the Time Clock or Job Scheduling features, as well as the relevant Time Clock or Job Scheduler. Check out this article and this article for instructions on this!
To grant admin permissions, access the Jobs tab and click on the category admins at the top right of the screen.
If admins are not automatically added to the category, select them from the list to give them permission to the tab.
Frequently Asked Questions About Qualifying Users to Job
What would happen if a user who's not qualified for a job tried clocking into this job?
Nothing, the user is not qualified for the job so they won't be able to see it in the jobs list upon clocking in.
A user is qualified for the job but they can't see it in the jobs list upon clocking in.
Even if a user is qualified for a job there could be a variety of reasons why they wouldn’t be able to find their job on the jobs list when clocking in.
For instance, If there's a geo-fence attached to this job, the user must be within the radius of the geo-fence for the job to appear in their jobs list.
Another example would be if there’s a limitation in the time clock’s settings that prevents the users from clocking in on specific days and hours. To learn more about all the reasons and scenarios check out this article.
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