Hi Karyn,
Hope you have been well! This may depend on the settings you have set for approvals within your Qualification.
When a Qualification expires, the user receives the "Notice of Expired Qualification" notification, letting them know that they will need to resubmit their Qualification on the site. If the Qualification is set to not auto-approve, the resubmitted Qualification will show as "Pending" in Manager Panel > Volunteerism > Qualifications > Approval. It will also show as "Pending" within the user's profile until a manager re-qualifies them.
Are these resubmitted Qualifications not showing for approval? If they are set to manually approve and are not showing within the approval table, please start a new ticket with support@galaxydigital.com so we can take a look at the specific Qualifications you are having issues with.
Site Managers are also not notified of expired Qualifications, they are only notified within their "Notice of Pending Items" notification of any pending Qualifications. This is something I can add to our Enhancements board for you -- the addition of an email to Site Managers in regards to expired Qualifications.
When it comes to determining who has expired Qualifications and going into each individual profile, this may also be best suited to handle within a support ticket so we can make sure your Qualifications are set up best for your workflow.
I hope this makes sense and covers everything, please let me know if I overlooked any pieces!
Best,
Shonie
CX Speciliast
She / Her
Hi Shonie,
I see the display of "Expired' Qualifications in the approval Queue, and it is great! I like the idea of being notified when a qualification status has expired, in addition to when a qualification is changed to pending. Please add this as an enhancement request if it hasn't been done already. (I am not getting these notifications, but perhaps that is how our site is set up and how we are assigned to Needs. We have a unique system.)
Thanks!
Sara
Hi Sara,
Thanks for your addition to this forum post!
For pending qualifications, the total number of these shows in the "Notice of Pending Items" notification (found in Communication > Notifications). Just wanted to let you know in case you'd like to look to make sure this notification is "Active" on your site or not!
For a new notification sent to Site Managers to alert them of upcoming user qualifications that are expiring soon, do you have an idea of how often you would like a notification like this to be sent out? (Weekly, monthly, based on a timeframe before the qualification expires, etc.) Just want to get a better idea of what you are envisioning to aid workflow.
Thanks!
Shonie
CX Specialist
she/her
Hi everyone,
I just wanted to update this forum thread. Sara and I spoke on this further within a ticket, and I have added her request to our notes as follows:
"A monthly notification for site managers that lists users who have qualifications expiring the next, upcoming month. Additionally or as an alternative, a new user filter to allow a site manager to filter for those with qualifications expiring soon."
Best,
Shonie
CX Specialist
she / her
Hi everyone,
I wanted to update this forum post to let you know about the "Qualification Status Review" report we added this year. This report is intended to help managers understand more details about user qualifications, such as when they are able to expire. We found this was a good medium, to help prevent site managers from receiving too many email notifications in this regard.
If you have not had a chance to check it out yet, this report is in Reports > User section > Qualification Status Review.
Thanks again for your input on this, we hope this helps with your workflow.
Best,
Shonie
CX Specialist
she/her
Karyn Molines
Scenario: When a User re-submits an Expired Qualification, it remains with the small "Status: expired" text without any indication that the Qualification was re-submitted. In fact, for a radio button, the button doesn't remain selected.
Problem 1: From a Site Manager perspective, there is no notification that an Expired Qualification was re-submitted.
Problem 2: There is no way to determine who, or how many, expired qualifications are out there, except through filtering Users by Qualification (quite tedious when we have many qualifications)
Problem 3: The current re-approval of expired qualifications requires going into each individual profile to update qualifications
Recommend: Option1 ) Re-submitted expired qualifications should appear as Pending in both their profile as well as the Site Manager’s Qualifications Approval queue. Option 2) Add an "Expired" tab to the Site Manager's Qualifications section. This would include Name, Qualification and Status section to Approve or Inactivate the qualification.