General section

The General button opens a screen to configure basic information on the license, including expiration information.

After the information on the General screen has been Saved, the Courses section section button is available in the left pane. To set up the license for Automatic Generation (based on the completion of specified courses/competencies), complete the Courses screen and also the Indicators and Parameters tabs. See Steps for Creating an Automatically Generated License.

General tab

The General tab contains information regarding the license and also regarding the expiration cycle of the license. If this license is not automatically generated, the other tabs do not need to be configured.

Active: Determines whether the license is available as a selection on various screens where licenses are used.

This setting can be toggled as needed. For example, when setting up a new license, you can keep it hidden from users until you are ready. Or you may have outdated or invalid licenses that were used only in certain situations and are no longer needed. Inactivating old licenses keeps the list of licenses seen by employees current and uncluttered.

When set to No (inactive), users cannot see or select the license from:
- Employee screen > Licenses
- Configuration > Labor Distribution > Profile (or Position) > Licenses button
However, inactive licenses are still available from:
- Configuration > License screen (searching with the Active field either blank or set to No)
- Reports with any license parameters
- Schedule screen > Set Schedule for Bidding > Overrides card > Position Licenses or Profile Licenses buttons
Note

If a license is set to inactive and you do not want the system to validate for the license, the inactive license needs to be removed from the Profile and/or Position it is assigned to (which makes it required).
Classification: The license type held by the employee. This will help to group skills and credentials separately.
Code: The short, alphanumeric name or abbreviation identifying the license.
Description: The label describing the license code.

Device Message Participation: Indicates the action when an event occurs that is linked to an Event Subscription. For example, if an employee's license has expired, this setting determines whether the employee is given a message and whether that employee can clock into the system.

Different licenses can have different settings, which also depends on the Severity Level on the Event Subscription itself. For example, an RN license can be set to Enabled with Lockout. This means if an employee with a Mandatory requirement for an RN license does not have a valid license, and the corresponding Subscription being processed is defined as Critical, he or she would not be able to clock in. This same employee might have a CPR license that is set to Enabled. If that license is expired, AND the Subscription being processed is defined as Informational or Warning, the employee gets a message but is still able to clock in.

Messages can be viewed on Home > My Unread Messages and in Actions > Employee > Messages.

The following options are available:

Enabled	This license participates in device messaging. A message is generated for the employee when a related event takes place. When a "lockout" occurs for a critical message, the employee sees the lockout messages, but is still able to delete the message and go on to add, edit, and delete clockings as usual.
Disabled	This license does not participate in device messaging. No message is generated when a related event takes place.
Enabled with Lockout	This license participates in device messaging. When a related event takes place, if the Severity Level of the event is Critical, the employee sees the lockout message and is not able to delete the message. The employee is not able to add, edit, or delete clockings until the issue is resolved.

Fixed Expiration Date: The date this license expires for all employees, if applicable. If all employee licenses expire on the same month/day, enter that information in this field. The system recalculates subsequent expiration dates from the original Expiration Date, the Frequency, and the Frequency Value.
Frequency: Time span by which the license expiration should be monitored, such as Days, Weeks, Months, Years, or Once.
Frequency Value: The number of frequency units that can elapse before a license expires. For example, if the Frequency is Years and the Frequency Value is 2, this means the license expires after two years.
Grace Period: The number of days after the expiration date of the license that the employee is still able to be scheduled and able to use Quick Badge.

Note

When viewing expiration dates in reports and in notifications, the system uses the original expiration date, not the date adjusted with the Grace Period.

Courses tab

The Courses tab is used to set up the expiration information for the automatic generation of this license when an employee completes certain requirements. To select the required courses, click the Courses section button in the left pane.

Carry Over Days: The number of days before the expiration date of a course/competency requirement that the employee can take the related class. For example, if this value is set to 60, the employee can schedule a class up to 60 days in advance of the expiration date. This field is only enabled if the Expiration Category is set to Fixed.

Note

If this value is left at 0, this means the employee cannot take this class until the day it expires. Be sure to enter enough carryover days to allow the employee to attend a class before the expiration date, especially if a particular class is not offered very often.
End of the Month Expiration: Indicates whether this course requirement expiration is extended to the last day of the expiration month (Yes/No). This functionality is only available when the Rolling First or Rolling Last option is selected in the Expiration Category field.
Expiration Category: Indicates the method for determining the cycle in which the license records can be automatically generated again, such as Fixed, Rolling First, or Rolling Last.
Generated License End Date: The date when course transaction requirements can no longer be used to create automatically generated licenses. If there is no anticipated expiration date, leave this field blank.
Generated License Start Date: The starting date when course transaction requirements can be used to create automatically generated employee licenses for this license code.

License validation

Note

Depending on the setting of an indicator, the Copy Obtained, Verification Method, and Verified By fields may need to contain values for the system to certify that the employee has a qualifying license.

When validating employee licenses, the following indicator is checked: Configuration > System > Application > search for and open code SS > Indicators tab > Schedule Process card > Schedule Standard 1 "License validation processing requirements".

Options:

B: Require All (Copy Obtained, Verification Method and Verified By)
C: Require Copy Obtained field
E: Current license is required (default)
V: Require Verification Method and Verified By fields

For each license assigned to an employee, the following apply:

A Current License is defined as a license assigned to an employee that has an Effective Date on or before the date of the schedule to be created and an Expiration Date that occurs on or after the date of the schedule to be created.
The License Effective Date is equal to the Effective Date associated with the Employee License record.
The License Expiration Date is equal to the value of the Grace Period field on the License record added to the Expiration Date of the Employee License record.