Competence types and their expiry warnings

Animated overview: the competence types list, the expiry notifications, the visibility, and how a type reaches the employee record and the warning emails — steps 1 to 4 — The whole flow in one place (loops continuously). Each step below explains one part.

1. The list, read as a checklist

The competence types list with its three filters and the columns showing usage, visibility, employee notification and warning receivers — ① the three filters · ② the columns · ③ what an empty registry says.

In the left menu, open the ADM tab, expand Settings and select Competence Type. The tabs (ADM / DMS / CRM / ATS) appear only when your company uses more than one module.
Each row shows the type, how many records are In use, its Visibility, whether the employee is notified, and how many Warning receivers it has.
No receivers is the column to hunt for. A type with no receivers and no employee notification means expiry dates are recorded but nobody is told — the tracking looks fine and quietly does nothing.
Use the Has receivers filter set to Without receivers to find exactly those types in one click.
The other two filters are Visibility (All employees / Selected only) and Notification to employee (Yes / No). Excel exports what you see.

2. Name the type and decide who gets warned

The window: the required type name with its hint, and the expiry notifications section with the employee toggle and the individual warning receivers — ① the name is required · ② warn the **employee** · ③ add the **warning receivers**.

Click Add competence type and enter the Type name — the only required field. Name it as the document is actually called: Medical certificate, Work permit, Driving licence C.
The name appears in the employee competences list and in the emails, so a vague name produces a vague warning.
Turn on Send notification to employee so the person themselves gets an email when their document enters the renewal period. It goes to the address on their profile — worth checking that it is filled in.
Add Individual warning receivers — the people who should know regardless of whether the employee acts. The recommendation in the app is HR plus the direct manager: HR to arrange the renewal, the manager because they lose a person who cannot legally work.
Set both. The employee notification is a reminder; the receivers are the safety net for when the reminder is ignored or the address is wrong.
When editing an existing type, the header tells you how many records are in use — read it before renaming, because the old name is already in emails people have received.

3. Visibility — who may use the type

The visibility section with the toggle for all employees versus a restricted list — ① **Visible to all employees** · ② off means only the people you list.

With Visible to all employees on, anyone entering competences can pick this type. That is the normal setting.
Turn it off and the type becomes visible only to the employees you list below — use this for categories that concern one group and would only be noise for everyone else.
Do not confuse the two lists in this window: warning receivers get the emails, while visibility decides who can pick the type when recording a document. The same person can be in one and not the other.
Click Save. This window does not save as you type — nothing is stored until you press Save, and Save stays disabled while nothing has changed.

4. How it comes together

How a competence type is used on the employee Competences tab and how the expiry date triggers the warning emails — ① the type in this registry · ② picked on the employee's **Competences** tab · ③ the expiry date sends the emails.

The type on its own does nothing. Someone records an actual document on an employee's Competences tab, picks this type and enters the expiry date.
That date is what triggers everything: when the document enters the renewal period, the employee (if enabled) and every warning receiver get an email.
So set the type up before people start recording documents of that kind. Types added afterwards do not retro-warn about documents already entered without them.
If warnings are not arriving, check in this order: does the type have receivers, is the employee notification on, and does the recorded document actually have an expiry date.

Deleting a type that records already use is refused — reassign or remove those records first. Renaming a type changes it everywhere, including in future emails, but not in emails already sent.