--- title: How to Use Competency Review description: Timecloud HR's Competency Review provides a centralised dashboard to monitor, filter, and audit employee qualifications across your entire organisation. Admins can quickly track compliance statuses (Valid, Expired, Draft), preview attachments, edit records, and export custom reports to CSV with full permission controls. --- [Skip to content](https://help.jointimecloud.com/how-to-use-competency-review#main-content) [Contact us](https://help.jointimecloud.com/kb-tickets/new?hsLang=en) [![Timecloud-Logo-600-2](https://help.jointimecloud.com/hs-fs/hubfs/Timecloud-Logo-600-2.png?width=200&height=40&name=Timecloud-Logo-600-2.png)](https://help.jointimecloud.com/?hsLang=en) Open main navigation Close main navigation - [Contact us](https://help.jointimecloud.com/kb-tickets/new) - [Go to app.jointimecloud.com](https://app.jointimecloud.com/) [Go to app.jointimecloud.com](https://app.jointimecloud.com/) Got questions? Ask away - There are no suggestions because the search field is empty. 1. [Service Portal](https://help.jointimecloud.com/?hsLang=en) 2. [Human Resources](https://help.jointimecloud.com/human-resources?hsLang=en) 3. [Organisation View](https://help.jointimecloud.com/human-resources?hsLang=en#organisation-view) # How to Use Competency Review ## What Is Competency Review? Competency Review gives you a live, cross-employee view of every competency item across your organisation. Use it to quickly spot expired or soon-to-expire items, preview attached files, and take action — all from one page. **Where to Find It** - Go to **Employees** in the main menu. - Switch to the **Organisation** view. - Click **Competency Review** in the left-hand navigation. --- **Summary Cards** Four compact cards sit at the top of the page: - **Total Items** — overall count. Click to clear all filters. - **Expired** — items past their expiry date. Click to filter. - **Valid** — up-to-date items. Click to filter. - **Draft** — items not yet finalised (shown with a pencil icon). Click to filter. Each card shows the **count on the left** and the **label on the right**. Click any card to instantly filter the table to that status. --- **Filtering and Searching** - **Search** — type in the search bar to find items by name, employee, category, or department. - **Employees** — filter by employee status. Defaults to **Active Employees**. Choose **All Employees** to see everyone, or **Archived Employees** to see only leavers' records. - **Department** — filter by one or more departments. - **Status** — multi-select filter (Valid, Expired, Draft). - **Category** — filter by competency group. - **Days Remaining** — filter by time window (30, 60, 90, or 120 days or less). - **Show archived** toggle — turn this on to include archived competency records in the table. Archived records appear dimmed with an **Archived** badge next to the status. - **Export CSV** — click the **Export** button on the right to download your current filtered view. - Click the **clear filters** icon to reset all filters at once. --- **Review Table** The table displays columns for **User** (with avatar), **Competency**, **Files**, **Category**, **Issue Date**, **Expiry Date**, and **Status**. - **Sort** — click any column header to sort the table. Click again to reverse the order. - **Zebra striping** — alternating row backgrounds make it easy to scan large lists. - **Sticky header** — column headers stay visible as you scroll through results. ### **Files Column** The **Files** column shows at a glance whether a competency record has attached documents: - **No icon** — no files attached. - **Single-file icon** — exactly one file. - **Multi-file icon with badge** — two or more files (e.g. "+3" means three files). Click the file icon to open the **File Preview** modal, where you can view each attachment in its own tab and download files individually. ### **Row Actions** - **Click anywhere on a row** to open the competency record. If you have **Edit** permission, the Edit modal opens directly. If you only have **View** permission, it opens in read-only mode. Archived competency records cannot be opened for editing. - **Archive icon** — click the archive icon on the far right to archive an item (requires **Delete** permission). A confirmation dialog explains you can bring it back with the **Show archived** toggle. - **Unarchive icon** — shown on archived competency records when the **Show archived** toggle is on. Click to restore the record to the active list. For items created from a **sensitive template**, the archive icon and edit access follow the additional sensitive property permission rules described in the Permissions section below. --- **Editing a Competency Record** When you click a row (and have Edit permission), the **Edit Competency** modal opens with all fields for that record. ### **Dates, Duration, and Alerts** The standard fields — **Issue Date**, **Expiry Date**, **Duration**, and **Alerts** — are displayed in a compact horizontal row at the top of the form for quick editing. - **Issue Date** — when the competency was issued. - **Expiry Date** — when it expires. - **Duration** — the time span between issue and expiry, shown in Days, Months, or Years (only available when the template tracks both issue and expiry dates). - **Alerts** — toggle to enable or disable expiry notifications for this record. Can only be enabled when a valid expiry date is set. These fields are linked: - Change the **Issue Date** or **Expiry Date** and the **Duration** recalculates automatically. - Change the **Duration** and the **Expiry Date** updates to match. - If the issue date is on or after the expiry date, a validation error appears — the issue date must be before the expiry date. ### **Other Fields** - Custom properties defined in the template (text, numbers, dates, files, etc.). - Upload or download files directly from the modal. - The **Save** button stays fixed at the bottom of the modal so it is always visible, even on long forms. --- **Archiving and Unarchiving a Competency Record** ### **Archiving** Click the **archive icon** on a row to open the **Archive Competency** dialog (requires Delete permission). - Click **Confirm** to archive the item. Archived records are hidden from the default view but can be revealed with the **Show archived** toggle. - Click the **X** icon to close the dialog without archiving. ### **Unarchiving** Turn on the **Show archived** toggle to see archived records. Click the **unarchive icon** on the row to open the **Unarchive Competency** dialog. - Click **Confirm** to restore the item to the active list. - Click the **X** icon to close the dialog without unarchiving. --- **Permissions** What you can see and do on this page depends on the **Manage Competencies** operations permission (configured under **Settings** → **Feature Access**): - **View only** — you can browse all competency records and open them in read-only mode. The archive icon and archive action are hidden. - **View + Edit** — clicking a row opens the Edit modal. You can modify records but not archive them. - **View + Edit + Delete** — full access. You can edit records and archive them using the archive icon. - **View + Add** — you can also add new items from employee profiles. Company Admins always have full access. If your company does not use Feature Access, all admins have full access by default. ### **Sensitive Competency Items** Items created from a **sensitive competency template** have additional access restrictions: - Admins without **Manage Sensitive Properties → View** will not see any items linked to sensitive templates — they are completely hidden from the review table and totals. - Admins without **Manage Sensitive Properties → Edit** can open sensitive items in **read-only mode** only. Clicking the row shows the record but all fields are disabled and the **Save** button is hidden. - Admins without **Manage Sensitive Properties → Delete** will not see the **archive icon** on sensitive items. Company Admins are exempt from all sensitive property restrictions. ### **User Group Visibility Bypass** By default, admins with department (user group) restrictions can only see competency records for employees in their assigned departments. The **Allow admins to view competencies for all users** setting expands this so admins can **view** competencies across all employees, while editing and archiving remain restricted to their departments. When enabled: - **Viewing** — admins can see competency records for all employees, regardless of department assignment. - **Editing** — the **Edit** action is only available for employees within the admin's assigned departments. For other employees, clicking the row opens the record in read-only mode. - **Archiving** — the **archive icon** is only shown for employees within the admin's assigned departments. This setting is useful when admins need visibility across the full organisation for auditing or reporting, without granting them permission to modify records outside their scope. #### **How to enable it** 1. Go to **Settings** → **Overview**. 2. Scroll to the **Departments** section. 3. Toggle **Allow admins to view competencies for all users** on. 4. Click **Save Changes**. Only Company Admins can enable or disable this setting. The toggle only appears when the Competency module is enabled. --- **Exporting** Click the **Export CSV** button in the filter bar to download all displayed competency data to a spreadsheet. The export respects your current filters and sort order, and includes department information for each employee. --- **Pagination** Use the pagination controls at the bottom to navigate through results. 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