Functions are used to record the roles within your organisation. You can link required certificates to functions, making it clear which competency is required for each function.
Requirements
- You need the User functions right to manage functions.
Open the function overview
Go to Management > Job framework > Functions to open the function overview. Here you see a list of all functions in the portal.
Filters
You can filter the overview by:
| Filter | Description |
|---|---|
| Name | Search by the name or code of a function. |
| Function group | Filter by a specific function group. |
| Status | Show all, active, or inactive functions. |
Add a function
- Click Add function below the overview.
- Fill in the following fields: name, code, function group, and description.
- Click Save to create the function.
Edit a function
1. Details
The first tab contains the basic details of the function.
| Field | Description |
|---|---|
| Name | The name of the function (required). |
| Code | A unique code for the function (required). The system automatically checks whether the code is already in use. |
| Function group | The function group to which the function belongs (required). Use Go to function group to go directly to the relevant function group. |
| Description | A detailed description of the function. You can use the rich-text editor for formatting, including tables, links, and lists. |
| Custom fields | Any additional fields configured for functions in the portal. |
| Inactive | Select this to mark the function as inactive. |
2. Knowledge & skills
On this tab, you link competencies (knowledge and skills) as requirements for the function. For each item, select the required level using a slider.
What you see:
- An overview of all linked competencies, including the required level for each
- Competencies set through the parent function group are shown separately as Inherited from parent group and cannot be edited here
How it works:
- Click Add to link new competencies (step 1: select items; step 2: set the level with the slider).
- Adjust the level with the slider and click Save.
- Competencies from both the function and the function group are combined in the employee's profile.
3. Required certificates
On this tab, you link required certificates to the function. Employees with this function see which certificates they still need to obtain in their profile. These certificates count towards compliance reports.
How it works:
- Click Add to add certificates through a picklist.
- Move certificates from left to right to link them as required.
- Click Save.
- Certificates set through the parent function group are added to these certificates.
4. Additional certificates
On this tab, you link recommended certificates to the function. These are not mandatory but are shown as a suggestion in the employee's profile. They do not count towards compliance reports.
How it works:
- This works the same as Required certificates, using a picklist.
- Move certificates from left to right and click Save.
5. Content groups
On this tab, you link content groups to the function. Content groups are collections of digital content, such as e-learning and documents. By linking a content group to a function, employees with that function automatically get access to the content in that group.
How it works:
- Select the content groups that should be available to employees with this function.
- Click Save.
6. Available training
On this tab, you configure which training is specifically available (visible) in the catalogue for employees with this function. This mirrors the setting on the training itself (Available > Functions tab).
How it works:
- You see an overview of training currently linked to this function.
- Use a picklist to make training available or remove it.
- Click Save.
Delete a function
- Select the function in the overview.
- Click Delete.
Note: You can only delete a function when no users are linked to it. The number of linked users is shown in the overview.
Export a function as a PDF
Click the PDF icon next to a function in the overview to generate a PDF with the function details and the associated required certificates.
Frequently asked questions
What is the difference between required and recommended certificates?
Required certificates are mandatory for the function and are included in compliance reports. Recommended certificates are optional and are not marked as required.
Can I link a function to multiple function groups?
No, a function can be linked to exactly one function group. If you want to show a function in multiple groups, consider adjusting the function group structure.
What happens if I remove a required certificate from a function?
The certificate is no longer shown as required for users with that function. Existing certificates that users have already obtained remain stored.