Licenses allow you to record trainings and qualifications against a particular user and it could be a driver's licence, site induction, or other different trade qualifications. You are also able to set up email reminders so that a user or the admin side of your business gets notified as to when a licence is expiring so that necessary actions will be completed.
1. You can set up User Licenses by going to Administration → User Licences.
Note: You can add user licenses from this area or alternatively, you can add it from the User details screen.
2. To add licenses against a user, you can go to Administration → Users → click View beside the User Name.
Scroll down and look for the Licenses area and click Add.
2. Click the little triangle to select from the list of available licenses or you have the option to Create a New License Type by ticking the corresponding box.
Enter the Expiry Date which will then trigger the automated email notification.
You can also attach a file which could be a photo or a file pertaining to that particular license.
Once ready to proceed, click Save.
Setting up Notifications
Go to Administration → Defaults and on the left panel, scroll down and look for the Licence notification settings area.
- From here, you can select the duration as to how soon the notification gets sent which could be a three months, a month, a week prior to expiry, or on the expiry date itself.
You also have the option to enable the setting to automatically notify the user.
Lastly, you can add email addresses to receive the notifications and it could be the admin side of your business or supervisors.
Click Save button located at the upper right portion of the page to proceed.
What else could we record in User Licenses area?
You can also record tools that you provide to your staff and the license type could be a vehicle or a toolbox. You can then attach photos pertaining to a specific tool.
Note: There are other areas in Ascora where you can see the active licenses or license types.
Admnistration → User Licenses
- Allows you to see an overview of users who have active or overdue licences or you can filter it to license types to see the particular users.
- In this area, you can add new license types as well as export the data as Excel file.
Dashboard → User Licenses
- Allows you to see a quick view of the users with licenses but it has no Add or Export option unlike in Administration → User Licenses area.
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