Functions are used to define the roles within your organisation. You can link required certificates to functions, so it is clear what competencies are required for each function.
Prerequisites
You need the User Functions permission to manage functions.
Opening the Function Overview
Go to Administration > Function House > Functions to open the function overview. Here you will 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. |
Adding a Function
Click the Add Function button below the overview.
Fill in the following fields: Name, code, function group, description.
Click Save to create the function.
Editing 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 if the code is already in use. |
| Function group | The function group to which the function belongs (required). Via the Go to function group button you jump directly to the associated function group. |
| Description | A detailed description of the function. You can use the rich-text editor for formatting (tables, links, lists, etc.). |
| Custom fields | Any additional fields configured in the portal for functions. |
| Inactive | Check to mark the function as inactive. |
2. Knowledge & Skills
On this tab, you link competencies (knowledge & skills) as requirements to the function. For each item, you select the required level using a slider.
What you see:
- An overview of all linked competencies with the required level for each
- Competencies set via 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 via the slider)
- Adjust the level via the slider and click Save
- Competencies from both the function and the function group are combined in the employee profile
3. Required Certificates
On this tab, you link mandatory certificates to the function. Employees with this function see in their profile which certificates they still need to obtain. These certificates count towards compliance reports.
How it works:
- Click Add to add certificates via a picklist
- Move certificates from left to right to link them as mandatory
- Click Save
- Certificates set via the parent function group are added here
4. Optional Certificates
On this tab, you link recommended certificates to the function. These are not mandatory but are shown as suggestions in the employee's profile. They do not count towards compliance reports.
How it works:
- Works the same as Required Certificates: via 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 (e-learnings, documents, etc.). By linking a content group to a function, employees with this function automatically gain 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 Trainings
On this tab, you set which trainings are specifically available (visible) in the catalogue for employees with this function. This mirrors the setting on the training itself (tab Available > Functions).
How it works:
- You see an overview of trainings currently linked to this function
- Via a picklist you can make trainings available or remove them
- Click Save
Deleting a Function
- Select the function in the overview.
- Click Delete.
Note: A function can only be deleted if no users are linked to it. The number of linked users is shown in the overview.
Exporting a Function as 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 optional certificates?
Required certificates are mandatory for the function and are included in compliance reports. Optional certificates are recommended 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 will no longer be shown as required for users with that function. Existing certificates that users have already obtained will be retained.