Hiring requirements

Requirements are the documents, training or certificates your institution asks of the people it hires: for example, a certificate or mandatory training. They’re defined as requirement types; each person hands them in from their contract and the institution reviews them in Personnel requirements.

You need permission

This option only appears if your access role allows it. If you don't see it, ask the person who manages your institution to review your role.

Create a requirement type

1. Go to Settings › General settings › Administration › Requirement Types and click Add requirement type.
2. In the first step, enter its name.
3. In the scope, choose who it applies to: contract types, functions, ensembles or categories. If you choose nothing, it applies to everyone. In Contract status (from) you choose from which contract status it’s required.
4. In Conditions, enter how many months it’s valid or whether it’s permanent, and whether it includes a document. If you want the person to download and fill it in, upload a document template. Turn on Mandatory and tick Blocking, which appears when you do, if the person can’t accept the contract without handing it in.
5. If you need them to answer questions, add them in Questionnaire.
6. In User, decide what the person can do: User can view their requirements, User can upload documents, User can mark as completed and Requires admin verification.
7. Save the type.

Turn on User can view their requirements if the person has to hand it in. It’s off by default, and without it the person doesn’t see the requirement in their contract, even if it stops them from accepting it.

What the person does

In their contract, on the web or in the apps, they see the Hiring requirements card with each requirement and its status. When they open one, they download the template if there is one, upload the document, answer the questionnaire and mark it as completed or send it for verification, depending on what you allow. A blocking requirement stops preventing acceptance as soon as they upload the document or send it for verification. For musicians, it’s explained in Accept a contract.

Review and verify requirements

1. Go to People › Administration › Personnel requirements.
2. Choose By person or By requirement, and expand the row.
3. Click the requirement. Edit requirement fulfillment opens, or Add requirement fulfillment if the person hasn’t handed anything in yet.
4. Open the document they uploaded from its link in the document section, and check the questionnaire.
5. In the status, choose Completed and enter the completion date: the expiry date is calculated automatically. If the person doesn’t need to hand it in, choose Exempt and explain why in the notes.
6. Click Save.

Who verified it and when is recorded. To send back a requirement that isn’t valid, set it to Pending again. You can do the same from the contract’s page, in its requirements card.

The person doesn’t get any notice when you verify a requirement, send it back to pending or it expires. If you need them to do something, tell them yourself.

If it doesn’t work

• The person doesn’t see the requirement in their contract. Turn on User can view their requirements in the requirement type.
• They can’t accept the contract. They have a blocking requirement not handed in, pending or expired: Pending requirements: … appears. Ask them to hand it in, or mark it as exempt if it doesn’t apply to them.
• A blocking requirement doesn’t prevent acceptance. Check its scope: if in Contract status (from) you choose a status after acceptance, it’s required after accepting. Also check that the contract types, functions or ensembles match the person’s.
• A requirement shows as Expired. Its expiry date has passed. Ask the person to renew it.
• You can’t delete a requirement type. It already has fulfilments recorded. Deactivate it so it’s no longer required.
• You don’t see Personnel requirements or the requirement types. Your access role doesn’t include them. Talk to the person who manages your institution.

If someone has handed in a requirement and it doesn’t appear in Personnel requirements, write to us at help@weikos.io with the link to their contract.

We will never ask you for your password or bank details by email. If you receive a message asking for them on behalf of Weikos, don’t reply and write to us at help@weikos.io.