Employee compliance: checks - training

Key features of this training course

Overview

Managing Organisation Compliance & Auto-Renews

Learn how to confidently build a compliance library, configure automated expiry reminders, bulk-assign mandatory credentials to roles, and audit compliance health using MartianLogic’s tracking workbench and dashboard.

Duration: ~5 minutes
Format: Self-paced, online
Level: Beginner–Intermediate
Assessment: 10-question assessment

What you'll be able to do

Construct a central compliance library by drafting and categorizing various item types such as forms, documents, video links, or LMS modules.
Automate the credential lifecycle by configuring custom expiry rules, auto-renew triggers, and multi-stage email reminders using dynamic text tags.
Enforce mandatory role-based compliance by syncing required credentials (such as CPR or First Aid certificates) to specific position types in bulk.
Audit and review employee submissions via a dedicated verification interface to inspect documentation, add comments, and approve or reject entries.
Track organizational readiness using a visual dashboard breakdown to identify compliant, pending, rejected, and unassigned staff members instantly.

Topics covered

Building a compliance library and managing item types
Configuring automated email triggers and escalation to direct managers via the org chart
Setting up expiry policies and automated self-service renewal prompts
Embedding required compliance items directly into recruitment pack templates
Bulk-assigning and syncing structural requirements to role categories
Managing the verification workbench: reviewing, approving, and declining files
Filtering the compliance dashboard by specific statuses, teams, and subject teachers
Interpreting data visualizations to identify root causes of non-compliance

Full transcript from the Employee Compliance: Checks, Training & Policies video

0:00 The first thing we are going to do is build our compliance library. So, in my current library here, we can see I've got a bunch of compliance items. 0:12 Now, to add a new item, we would click plus compliance item at the top. And we have the option to select what kind of item it's going to be. 0:21 Form, Document, Compliance Field, Video, LMS, and so on. Once we've selected our item and labelled it, it's going to appear here in our document. 0:32 Draft, like this. From this area, we can now configure Compliance Reminders. So, once our item is live here, we've set our expiry rule. 0:45 We can click on the three dots here and save it. Now, in our Reminders section, we can build out reminders to go out to the employees to advise them that their compliance item is upcoming expiry or is expired. 1:01 Now, you can set as many reminders as you want. Sorry. So first, we'll hit the bell icon, and we'll call this Reminder 1. 1:11 The action will be a reminder, and we can decide when we want to execute this. So the first one may be at 30 days before. 1:20 The compliance expiry date, and the reminder type is going to be an email. Our subject will be Compliance Expiry. We can choose to only send within business hours and CC anybody else in. 1:35 We're going to write the content of our email using our tags. Say hi, recipient first name. Your compliance This item is expiring in, this many days on, this particular date. 2:00 Now that's all we need to write here. We can hit save there. We'll say don't send reminders for now. Uh, and then we can go ahead and click create as many more as we like. 2:10 So we might want one for 30 days, one for five days, one for one. Maybe at one day you want to bring in the direct manager. 2:18 Now this is going to dynamically assign whoever their reporting line is in the org chart. And it's also going to send them a reminder if you set one up to say that this person's compliance is expiring there. 2:33 If we close that one, ah, we can also set an auto-renew against these items. So if we hit edit, we can look at our expiry policy configuration, specify that this particular item expires one year after the issue date, and we can hit auto-renew when item expires, meaning that once the item expires, compliance 2:57 item does expire, it's going to automatically prompt the employee to update it. So if we hit update there, we've now set our reminders as well as our auto-renews, and we can start assigning items to compliance. 3:12 Items from the library to our recruitment packs, as well as existing employees through bulk-based, uhm, assigning to their roles. So the first one we'll look at is assigning the items to our recruitment packs. 3:28 so if we do want to assign them there, we can just go ahead, go into our pack templates, uhm, grab one of those, and if it's a document, we can add the document. 3:41 If it's a field, ah, we would add that within the document. And so on. That means that if the item is completed at the time of recruitment, it's automatically going to be available in the compliance area here, which we will take a look at soon. 3:58 The next feature you have as well is the bulk assign your compliance items to people in your organization. So from my role library, I can see I've got one science teacher. 4:10 Maybe I also want to send it to my soccer coaches as well as my boarding house supervisors. And my musical instrument instructors. 4:20 Now I can choose to bulk assign for by clicking this button here. Choose the item and let's say it's a CPR certificate as well as first aid.

4:31 And I want all of these to have these people in these roles at a very minimum to have these items. 4:37 So if I say assign and sync, it's going to sync those items to these roles, meaning that every time somebody is recruited into these roles, it's going to know that a science teacher requires a CPR certificate as well as a first aid certificate. 4:56 Now, this bar is showing me that one person in this role, in our science teacher role, already has the compliance item. 5:04 Whereas the rest of them don't have the CPR certificate and the system is going to identify who these individuals are and send them the item once we've assigned them. 5:17 Now, once all of our data has been collected, we've assigned our items, people have started to upload their items and send them back through their employee self-service. 5:28 If we look at the Compliance tab here, we can see that we have a Pending Review button. Now, this pending review area. 5:36 Occurs when an employee submits a compliance item that's then for you to review. So if we hit the View button, you will have to review what the item actually is. 5:48 So if it's a document, you'll be able to view the photo of the document. They've uploaded and say approve or stop. 5:57 You would approve it if the document looks correct, or decline it if maybe it's blurry or they've entered the wrong information. 6:05 If you decline it, it's going to bounce back into their self-service. And prompt them to upload the correct document with the comments that you have made. 6:15 Now if we look at our workbench here for our compliance items, we can see all of our compliant, ah, staff members here. 6:23 And our non-compliant staff members that are pending, meaning we have sent them to the individual, but they have not yet uploaded it. 6:32 We can also look at rejected, expired, stopped, or banned items as well, and break it down by these particular categories. 6:40 Another option you have is to filter this page, so you might want to look at all of your subject teachers, and make sure that all of them have a particular compliance item, and you can further filter those down as well. 6:56 to the statuses of the items. Once you hit apply, it's going to filter your workbench here, ah, to show the individuals within those statuses. 7:07 We also have the ability to go into our dashboard, which serves the purpose of this. So, for example, our CPR certificate, if we hover over this bar here, we can see some of the statistics there. 7:21 And if we scroll down, we can also see some other reports here. If we were to click into this bar here for the CPR certificates, we're going to get a breakdown of each status in this particular item. 7:35 So, we can see these are the people who are compliant for more than 30 days. We've got somebody that's upcoming expiry in 30 days and then we've got Friday. 7:44 14 individuals who are non-compliant. Now, in the non-compliance breakdown, it is also going to show you why these 14 individuals are non-compliant. 7:56 So, for these 14 people, we can see that 13 of them have been sent the item but have not yet submitted it, and one of them has been, has not been assigned the item at all, but they are in a role that requires it, so we need to assign the item to them. 8:14 There are some other statuses here that also may be relevant if there is an individual within them. Another area that you can view these bar graphs here is you can go into your library and you can see those bars here. 8:31 Now, there's this is reading the amount of roles that are synced to the CPR certificate. So earlier, we synced a couple of roles in our role library, like the science teacher and the boarding house supervisors, to say that they all require a CPR certificate. 8:47 The system has now changed synced those employees and is telling me that five of those out of the employees I synced the item to, five have current compliance for CPR, one is expiring within 30 days, and 14 are non-compliant but have been sent. 9:04 the item. Now those 14, as we saw earlier, were 14 individuals that we sent the item to when bulk assigning and they have not yet uploaded the certificate.

Employee Compliance: Checks, Training & Policies