How to work with competence

 

Table of Contents

• Roles and access

• Set up competence types

• Add competence to an employee or to multiple employees at once

• Add documentation

• Filter and find competence

• Edit and delete competence records

• Notifications

• What happens when a certification expires?

• Can I use competence records in a Gap analysis?
• FAQ

 

 

 

---

 

Roles and access

Access	Role
Create, edit and delete competence types	System role: Competence → Competence management
Add, edit and delete competence for all employees	System role: Competence → Competence management
Add, edit and delete competence for employees in specific groups	User role: See and edit → Competence

 

 

Set up competence types

Before competence can be added, you need to create competence types. A competence type defines what kind of competence it is, for example "First aid certificate" under Certifications, or "Python" under Skills.

1. Go to System settings
2. Navigate to "All competence" tab
3. Navigate to "Competence"
4. Click "Add competence"
5. Choose a category — Skills, Languages, Certifications, Education or Experience
6. Fill in the type settings and click "Save"

 

When creating a competence type, you can configure which fields are required when adding a competence record of this type:

Setting	Available for
Name	All categories
Icon	All categories
Language	All categories
Description	All categories
School required	Education
Field of study required	Education
Start date required	Education, Experience
End date required	Education, Experience
Issued date required	Certifications
Expiry date required	Certifications
Documentation required	All categories

 

💡 Competence types are shared across the organisation. Once created, they are available to all users with competence management access.

 

 

Add competence to an employee or to multiple employees at once

1. Go to the Competence module, or go to the employee's profile and navigate to the "Competence" tab
2. Navigate to the "All competence" tab
3. Click on the competence type and "Go to full view"
4. Click "Add competence" and pick employees from the list

 

💡 The level field on a competence record is only visible to the employee themselves and users with competence management access — not to other colleagues.

⚠️ Notes are visible to everyone in the organisation. Do not add sensitive information in the notes field.

 

 

 

 

Add documentation

You can attach documentation to a competence record as files or links.

1. Open the competence record from the employee's profile or the Competence module
2. Click "Manage documentation"
3. Upload a file or add a link
4. Click "Save"

 

 

 

Filter and find competence

In the Competence module you can filter by:

Filter	Description
Categories	Filter by competence category
Status	Filter by Missing documentation, Missing expiry date, Expired, Expiring soon or Missing required fields
Companies, Teams, Locations	Filter by group membership

💡 You can also search by competence type name to quickly find all employees with a specific competence.

 

 

 

Edit and delete competence records

To edit a competence record:

1. Open the employee's profile and navigate to the "Competence" tab, or find the record in the Competence module
2. Click on the competence record
3. Click "Edit"
4. Make your changes and click "Save"

 

To delete a competence record:

1. Open the competence record
2. Click the three dots in the top right corner
3. Click "Delete" and confirm

 

⚠️ Deleting a competence record is permanent and cannot be undone. All associated documentation will also be deleted.

 

 

Notifications

Huma sends automatic notifications related to competence in the following situations:

Event	Who receives it
Competence added on behalf of an employee	The employee — only when added by someone else, not when they add it themselves
Certification expiring soon	The employee and users with competence management access

 

For certifications with an expiry date, Huma automatically sends reminders at three points before the expiry date:

Reminder	When it is sent
First reminder	90 days before expiry
Second reminder	30 days before expiry
Final reminder	2 days before expiry

💡 Employees can manage their own notification preferences under account settings.

 

 

What happens when a certification expires?

When a certification's expiry date has passed, the record is marked as "Expired" in the competence overview. The record itself, including any attached documentation, remains in Huma and is not deleted.

To renew an expired certification:

1. Open the competence record
2. Click "Edit"
3. Update the expiry date and replace or add new documentation if needed
4. Click "Save"

 

💡 Documentation attached to a competence record does not have its own expiry date. It is the competence record itself that expires, not the documentation.

 

 

Can I use competence records in a Gap analysis?

Yes. All competence registered in Huma can be used as the basis for a Gap analysis. The Gap analysis lets you define target levels for specific competence types and compare them against what your employees actually have, giving you a clear picture of where your organisation needs to develop or recruit.

🔗 Read more about Competence Gap Analysis in Huma.

 

FAQ

Can I add competence directly from an employee's profile?

Yes. Go to the employee's profile, navigate to the "Competence" tab and click "Add competence".

 

Can I add the same competence type to multiple employees at once?

Yes. When adding a competence, you can select multiple employees under "Belongs to". Note that documentation must be added individually afterwards.

 

Is there a limit to how many competence types I can create?

There is no limit on the number of competence types you can create.

 

Can I see which employees have a specific competence type?

Yes. Go to the Competence module, navigate to the "Types" tab and click on a type to see all employees who have that competence registered.