How do you keep track of certifications, certifications, and licenses for all of your employees?
Greenshades Software recently introduced a new product,
In this interview,
Q: How do companies typically track certifications and what improvements did your team want to make?
A: “Our team at Greenshades have been researching and building this new certificate management tool for over a year.
Many of our clients work in areas where their employees need some type of certification and licensing in order to operate. These records must be on file.
Usually, this is tracked in an Excel spreadsheet, or their accounting package may contain some fields. The problem is that these solutions do not provide any reports or notifications, and there is no self-service aspect to them.
Our customers wanted to be able to manage the information within the Greenshades product they use every day. Our team realized that this was the perfect opportunity to fill a need. We could make a tool that was easy to use and integrated within the full Greenshades platform they were already using. And by allowing employees to enter their own information and documents, we can remove something from the HR admin panel and make their work easier.”
Q: What types of companies can benefit from certification management?
A: “We wanted to make it configurable and easy to use for all possible organizations, which is why we have broad categories such as certifications, licenses, vaccines, and physicals.
Many companies that use Greenshades have what we call “non-desk workers” – people who don’t sit in front of a computer all day.
For example, warehouse employees need special licenses to drive heavy equipment. Nurses need certifications and vaccinations to work with medical institutions.
The carrier will need to keep track of each employee’s driver’s license type.
We work with a few casinos, and there is a range of certifications and training that needs to be done to work on the casino floor to maintain compliance for audit purposes.
Recruiters have a large workforce, and it is a big task to keep all documents organized.
To stay compliant, and for insurance purposes, companies must be able to confirm that everyone has the appropriate certification or license and that their validity has not expired.”
Q: You mention vaccinations, so can the Certification Department help companies comply with the new ETS (Temporary Emergency Standard) vaccine mandate?
A: “Yes. The ETS mandate was not in place when we started developing this product, but it fits perfectly. We have already built accreditation management to track other required vaccines, such as the tuberculosis vaccine required for some healthcare professionals. Now it can be extended to track The Covid-19 vaccine fills an important need for our customers.
Greenshades tracks an employee’s status, whether it’s remotely or full-time, and we can track vaccinations based on that. If a company wants to run an on-site test, you can track whether someone has chosen to receive or decline a vaccination. Based on that, you can pull the reports and run the weekly COVID test for these numbers. We even created a file
As far as I know, the federal government has not issued anything like a 1095-C that needs to be sent to the government. At least not yet. They can easily come up with that information, and we’ll be prepared for that. But with this tool, the information is available if you need to be able to pull it up for scrutiny.”
Read also: Vaccine Authorization and Greenshades Solution FAQ
Q: How much can employees do on their own using the self-service features of Certificate Manager?
A: “Employees can check the status of their own documents, so they know when they need to start studying for that renewal exam, for example.
Some companies prefer to give their employees the ability to upload documents and enter or change details. Others want to control everything but will allow employees to log in to see their documents and status. It is very configurable within the product.
For example, when every employee has to upload a COVID vaccination certificate, collecting all this information via email or hard copies and entering data is a huge task. Instead, they can just send the login link to employees so they can upload the paperwork themselves.
And of course, there are audits, so the administrator has the oversight and approval process.”
Q: What kind of notifications and reports are available to make it easier for the HR Officer?
A: “When companies tracked this information in Excel or even in their accounting system, they weren’t notified when something was nearing expiration or missing. They just had to sort by dates and status; it was a very manual process. The onus was really on the administrator to make sure To keep everyone informed and compatible
We felt your system should be smart enough to tell you when you need to worry. The certificate management tool contains all the information; We set up automation to ease the burden on the HR administrator.
The system will provide notifications and reports. Automation can automatically send emails as expiration dates approach. A simple dashboard can show the admin if there’s anything they need to know right away. When the dashboard is clear, you don’t have to worry. Nothing is missed, and they can focus on other things.”
Q: How much does it cost to administer a Greenshad certificate?
A: “The good news is that all of our customers are working
Our customers using a different payroll ERP system can purchase this as long as they have the employee profile information within the Greenshades and the Green employee.
Pricing is a tiered system based on the number of employees. The cost can range from about $1 to $3 (per employee, per month). But keep in mind, if you have 300 employees but only need to keep track of certifications for 100 of them, you will only pay for those 100.
For new customers to be able to use Certificate Management, they will need the Green Employee Access package as a base, but other than that, it is self-contained.”
Q: Do you have any customer success stories so far?
A: “Yes, we have beta testing the new product with a few customers already.
One customer using Microsoft Dynamics GP (Great Plains). This system has certificate tracking, but I would say that in air quotes because it’s pretty much just a code and a date. You can’t actually keep the documents there, and there is no self-service for the staff.
In the past, if a client needed proof of their CPR certification, they would have to notify the Human Resources department, who had to look it up and email it. And they had to remember to check the expiration dates regularly to make sure nothing was missed. It was a very manual process.
This company actually uses Greenshades for everything else; It made sense to keep track of the testimonials there.
Now the customer says, “This is great because my employees can now access this information themselves as they used to email me about everything.”
They were very passionate about ease of use, employee self-service component, automated notification and reporting of expiration dates. “
Q: When will Certificate Management be available?
A: The team was killing her. We are very excited about the launch in early January 2022. Our customers who manage Greenshades payroll will be able to access it first at no cost. Then we will roll it out to our other existing customers. After that, any company looking to move to Greenshades can purchase it along with an employee access package.”
Sign up for our upcoming webinar to get a complete overview of the new Greenshades Certificate Management solution.
February 9, 2022
2:00 PM EST
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