With certificates you record which qualifications a worker holds and you decide per project which qualifications are mandatory or need an assessment.
What is it?
In Oribi WorkpassID you record the qualifications of workers, for example VCA, a site induction or a professional certificate. An Organisation defines which certificates it recognises and groups them into certificate sets. Per project, or for the whole Organisation, you then decide which sets are mandatory and which need an assessment. WorkpassID shows per worker whether they meet the requirements of the project.
Jobs add a second layer. A job is a set of certificates that a worker needs for a specific role on the project, for example "Aerial work platform operator".
Why would you use it?
Make sure that only qualified workers work at the work location. A worker who is missing a mandatory certificate cannot be selected for registration, and their card can be deactivated automatically
Accept alternatives. One valid certificate from a mandatory set is enough, so you can put equivalent certificates (for example different variants of a site induction) in one set
Have certificates assessed before you accept them, with a verdict per certificate and a final assessment
See at a glance which workers can do which job, and put together teams with the right qualifications
Components
Component |
What it does |
|---|---|
Certificate |
The definition of a qualification, such as "VCA Base". A certificate is meant for workers or for companies. It has a name, description, instructions, a status (active or out of use), one category and one or more certificate sets |
Category |
A label to sort and filter certificates. Each certificate has exactly one category. A category has no effect on requirements |
Certificate set |
A named collection of certificates. All requirement and assessment settings are made per certificate set. A certificate can be part of several sets |
Worker certificate |
The certificate a worker holds: certificate number, issue date, expiration date, an uploaded file and optional training dates. A certificate without an expiration date is valid indefinitely |
Job |
A set of certificates of which a worker must hold all to qualify for a role. You link jobs to a project and choose one job as the default |
Certificate settings |
Per project or per Organisation: the linked certificate sets with the options Mandatory, Assessment, Premade and Labels, and the switches Show system-wide certificates and Enable jobs and certification |
Certificate assessment |
An assessment per worker with one step per certificate to assess and a Final assessment |
Automatic checks |
For several certificates, WorkpassID checks the details in an external register. Examples are VCA, BE-VCA, GPI, KEA, TCVT and the Netbeheer Nederland site inductions |
Who owns certificates, sets, categories and jobs?
Each certificate, certificate set, category and job is one of the following:
System-wide: managed by Oribi and available to every Organisation
Organisation-specific: belongs to one Organisation
Customer-specific: belongs to one customer
An Organisation manages only its own items. A certificate marked Internal use only is not visible to subcontractors.
Ways to group and combine certificates
Category: for display and filtering only
Certificate set: the main grouping. When you edit a worker's certificate, you can only swap it for another certificate from the same set
Mandatory set ("one of"): a worker meets a mandatory set with one valid certificate from that set
Job ("all of"): a worker only qualifies for a job with a valid certificate for every certificate that is linked to the job. A job has no alternatives
Premade: certificates from these sets, and the certificates of the worker's job, already appear as empty rows in the worker's certificate list, marked Popular on this project.
Labels: certificates from these sets appear as labels in the work location screens, with their expiry status
Making certificates mandatory
Certificate sets: in the certificate settings, link a set to the project or the Organisation and turn on Mandatory. Project and Organisation settings are added together. A project setting does not replace an Organisation setting
Jobs: turn on Enable jobs and certification, link jobs to the project and choose a default job. Each worker gets a job on the project. A worker without their own job falls under the default job
What happens when a worker is missing a mandatory certificate:
The worker gets a red certificate icon with the text "This worker is missing one (or more) of the required certificates"
The worker cannot be selected for registration
The worker's card can be deactivated automatically
In the registration process, a step needs attention until the certificate is added
When a worker does not meet their job, the job quota shows Does not comply with the requirements or Does not fully comply with the requirements. At the work location, an authorised user can still approve the worker manually. A certificate that was rejected in an assessment counts as missing, even when the worker holds it.
VCA and GPI have their own project settings (not required, optional or mandatory) and their own manual check. These are described in separate articles.
Assessing certificates
An assessment starts when someone adds or changes a certificate in the portal and its certificate set has Assessment turned on
The Assessor assesses each certificate and records a Final assessment
The Assessor writes the reason for a rejection in the public comments. There are no predefined rejection reasons
Automatic register checks record their result on the certificate. They do not change the status of the assessment
Certificates that a worker uploads in the WorkpassID app do not start an assessment. They appear in an existing assessment the next time an Assessor opens it.
Who uses this?
Role |
What they do |
|---|---|
Organisation management |
Manages the Organisation's own certificates, certificate sets, categories and jobs, and the certificate settings of projects and of the Organisation |
Project management |
Changes the certificate settings of projects where they are a team member |
Safety coordinator |
Creates and edits jobs |
Assessor |
Carries out the certificate assessments they are assigned to |
Operations: Safe, Operations: Access, Operations: Fair |
Use the Job Qualifications and Put together a team screens at the work location. Operations: Fair can approve a worker's job manually |
Subcontractors |
Add certificates for their own workers. They do not see certificates for internal use only |
Workers |
Upload their own certificates as PDF in the WorkpassID app |
Oribi Administrator |
Manages system-wide certificates, sets, categories, jobs, and certificate statuses |
Pre-requisites
Certificates and certificate sets must exist before you can link them to a project
Jobs only work on projects where Enable jobs and certification is turned on
Assessments need at least one certificate set with Assessment turned on, and an Assessor assigned on the project
Job Qualifications and Put together a team are only available when teams are turned on for the project. Oribi turns this on per project. See
Related articles
Certificates, certificate sets and categories: create, edit, and delete
Certificate settings: make certificates mandatory on a project
Jobs: create, edit, and link to a project
Worker certificates: add, edit, and delete
Certificate assessments: assess a worker's certificates
Jobs: assign a job to a worker and approve manually