How to work with Competence in Huma

Table of Contents

• Competence in Huma
• The type of competence that can be registered
• Add types and required fields
• All competences
• How to add competence to an employee
• Yours and your colleagues competence 

Competence profile and GAP

• Competence profile
• How to find and bridge the competence gap in your organization

General questions about competence

• How do I quickly get an overview of employees´ various competence?
• How do I get to know that a certification is expired or about to expire?
• Who can see and open documentation?
• Can everyone update their own competence?
• Can colleagues see my competence?
• Can I export competence data?

 

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Competence in Huma

Competence in Huma refers to the ability to register, manage, and track a wide range of employee qualifications, including skills, languages, certifications, education, and professional experience.

Within the Huma platform, organizations can record detailed information about each employee’s competencies, upload supporting documentation, set expiration dates for certifications, and receive automated notifications when renewals are required.

The type of competence that can be registered

Now, with Huma, you can track a wide range of competencies, Choose between five different categories:

1. Skills 
   Such as communication, teamwork and collaboration, problem-solving, leadership, adaptability or something else. A skill can also be other kind of knowledge such as Office 365, Photoshop, Figma, Java, HTML, SwiftUI.
2. Language
   Such as proficiency in Norwegian, Swedish, English, and others. The language level scale is based on the Common European Framework of Reference for Languages (CEFR), an international standard for describing language ability.
3. Certification
   This is where you’ll register your courses, HSE-certificates, driver license and more. Does the certificate have an expiry date? Perfect, we’ll let your or the administrator know when it’s time to renew/update your certificate.
4. Education
   Choose between predefined degrees such as bachelor's, master's, or PhD degrees. You can also specify the field of study and school for reference.
5. Experience
   Such as project or work experience.

 

• The competency types cannot be edited.

Add types and define required fields

A competence type in Huma is a category used to organize and define the various qualifications, skills, certifications, languages, education, or experiences that can be assigned and tracked for employees. Examples include skills (like leadership or problem-solving), certifications (such as a license or HSE certificate), languages, educational degrees, and work experience.

To add competence type you must have a "System role with Full Access to Competence" 

1. Go to the "Competence module"
2. Navigate to the "All competences tab"
3. Click "Add competence"
4. Pick category
5. Click "Add ...." based on the chosen category
6. Fill out
   1. Name
   2. Description
   3. Enable "Issued date required", "Expiry date required", and/or "Documentation required" to make these fields mandatory for this competence type
7. Click "Save"
   1. The competence type will be available for competence administrators
   2. If you want to create another type just toggle on the "Add another one"

All competences

To get a comprehensive overview of competence in Huma, navigate to the “All competences” section within the Competence module.

Here, you can view an aggregated list of all competencies registered across your organization, filtered by category, team, location, or status—such as expiring certifications or missing documentation. You can also access filtered overviews directly from an individual employee’s profile, a specific team, or a location to see relevant competencies in context.

The list of types can be filtered

• Category: list only competency for the selected categories
• Teams, location and companies: list only competency for members of team or location
• Status: list only competency that has expired, expire soon, where documentation is missing or where required fields are missing.

 

You can click on a competency and see a list of people with this competency.

To see the competency for members of a specific team or location you can simply navigate to the team and then "Competence". All competence added to members of that team or location are listed.

 

 

How to add a competence

You need of one these roles to add competence

• Regular employees and managers can register, update and delete competences through permissions in "User roles"

• System administrators can, in addition, create new competence types and define required fields

 You can add employees competence either in the Competence module or on their profile

Add compentece in the "Competence module"

1. Go to the "Competence module"
2. Navigate to the "All competences menu"
3. Go to “Add competence”
4. Select category and type
5. Pick a person 
6. Fill out 
   1. Details - this will be different from each competence type 
   2. "Notes" - will be visible to everyone
   3. "Send notification" - notification will be sent out once the competence is registered
7. Click "Save"
   1. The competence will appear under "All competences" and in the person’s profile
   2. If you want to create another competency just check the "Add another one" toggle

 

Add competence on employees profile

1. Go to the "People module"
2. Click on the employee you want to register competence on 
3. Navigate to the "Competence tab" 
4. Click "Add competence"
5. Select category and type
6. Pick a person 
7. Fill out 
   1. Details - this will be different from each competence type 
   2. "Notes" - will be visible to everyone
   3. "Send notification" - notification will be sent out once the competence is registered
8. Click "Save"
   1. The competence will appear under "All competences" and in the person’s profile
   2. If you want to create another competency just toggle on the "Add another one" 
   3. Required fields that hasn't been filled out will be highlighted with a status

 

 

Your competence and a colleagues competence

Having access to these overviews empowers both employees and managers to proactively plan learning, identify development needs, ensure compliance, and foster a culture of continuous improvement within the organization.

To view your own competence
Go to the “People module” and select your profile, then navigate to the “Competence” tab.

Here you will see all competencies registered for you, organized by category. This transparent overview helps you monitor your certificates, skills, and qualifications, ensuring you remain up to date and aware of any gaps or upcoming expirations.

To view a colleague's competence
Simply open their profile and select the “Competence” tab.

You will have access to a categorized list of their registered competencies, depending on your permission level. Reviewing a colleague’s competence supports team collaboration, facilitates knowledge sharing, and helps managers allocate resources based on verified qualifications.

 

 

Competence profile 

A competence profile in Huma is a detailed description of the skills, qualifications, education, certifications, and experience required for a specific role or position in the company.

The competence profile is used to:

• Map which competencies and skills an employee or group currently has, compared to what is actually required in the role.

• Conduct competence gap analyses, enabling the company to identify any shortcomings and implement targeted measures for competence development.

• Give both employees and managers a clear understanding of development areas and opportunities for further training and growth.

• Ensure that recruitment, onboarding, and training are tailored to the needs of the role and the company.

• Increase transparency and ownership by making profiles available to employees, allowing them to see how they measure up against the requirements of the position.

In this way, competence profiles in Huma provide the company with an effective tool for strategic competence management and help employees take control of their own development.

 

Competence profiles can be either public or non-public. 

Public profiles are visible to all employees, promoting transparency and collaboration, while non-public profiles are restricted to competence administrators, safeguarding sensitive information where necessary.

• Non-public profiles are only visible to competence administrators.
• Public profiles are visible to everyone. That means you cannot restrict them to specific individuals.

 

Competence profile are used to find gaps within your organization, with the gap analysis.

 

 

How to find and bridge the competence gap in your organization? 

A competence profile in Huma sets the standard for necessary skills in a role. By using it for gap analysis, you can easily compare current employee competencies against these requirements, quickly revealing areas for improvement and guiding targeted training or development.

Read more about Competence Gap analysis tool here that will help you identify competence gaps within your organization.