Record a credential

Denise has handed you her CPR card. You want it on her record, with its expiry date, and you want the file to show that someone looked at it. This page is how to add, edit, verify and remove a credential, and which fields on the dialog are not saved.

Who can do this

• Front-line staff
• Site director
• Regional director
• Organisation admin
• Super admin

There is no separation of duties here. A front-line staff member can add, edit, verify and remove credentials on their own record.

What you need

The certificate in front of you. Four things from it are saved, and only four:

• The type, one of nine PTRS knows.
• The date it was issued.
• The date it expires.
• The issuer, such as "American Red Cross", up to 200 characters.

Everything else on the dialog is thrown away. See What the dialog collects and does not save.

Add a credential

1. Open the staff member. The Credentials tab is the first one.

2. Press Add Credential. The dialog is headed Add Credential, subtitled "Add a new credential for this staff member."

3. Choose the type:

   Choose	For
   CPR	A CPR certificate
   First Aid	A First Aid certificate
   CPR/First Aid	A combined card. See the warning below.
   Background Check	A clearance recorded as a credential
   Background Check (DOJ)
   Transportation Check
   Child Abuse Recognition
   Site Director License	The DEEDS-linked licence
   Medication Administration

   Record a combined card as two credentials, not one

   PTRS looks for CPR and First Aid as two separate requirements, and a credential of type CPR/First Aid satisfies neither. If Denise holds one combined card, record it twice, once as CPR and once as First Aid, with the same dates and issuer.

4. Enter the issued date and the expiry date. The issued date is permanent. Nothing can change it afterwards, so if you get it wrong you have to remove the credential and add it again. PTRS does not check that the expiry comes after the issue, so a swapped pair is accepted and the credential immediately shows as Expired.

5. Enter the issuer.

6. Submit. A message reads "Credential added".

Checkpoint

The credential appears in the list with a status badge:

• Expiry more than 30 days away: Current
• Expiry today or within 30 days: Expiring Soon
• Expiry in the past: Expired

That 30-day line is the staff record's. The figures on the Staff page use 60 days and the directory's Expiring Soon filter uses 90. See Fields and limits.

Edit a credential

1. Press the pencil on the credential's row. The dialog is Edit Credential.
2. All five fields must be filled in to save: type, expiry date, issuer, certificate number and document link. This replaces the whole credential rather than changing one field, so leaving the certificate number blank clears it.
3. Save. A message reads "Credential updated".

Editing is the only way to record a certificate number, because the Add dialog throws it away.

Verify a credential

Verifying records that a named person checked the certificate, so the file shows who confirmed it and not only that it exists.

1. Press the shield on the credential's row. The dialog is Verify Credential.
2. Choose a method: Manual Review, DEEDS Sync, Document Review or Third-Party Verification. Choosing DEEDS Sync does not contact DEEDS. Nothing in PTRS does. It is a label on the record.
3. Add notes and a document link if you want, up to 2,000 characters each.
4. Press Verify Credential. A message reads "Credential verified".

Checkpoint

The row shows a verified mark. If the credential also has a document link, a small badge appears beside it, and its wording does not depend on anything you chose:

The credential	Badge
Has no document link	No badge
Has a link, not verified	Manual
Has a link, verified	DEEDS Synced

DEEDS Synced is a mislabel. It appears on any verified credential with a link, whatever method you chose. PTRS has never contacted the DEEDS portal.

The verifier's name is not shown anywhere

PTRS records who verified a credential as an account reference that no screen turns into a name. So a verification proves that somebody checked the card, and not who. If who matters, put the name in the notes.

Verifying twice adds a second verification and updates the time. There is no way to undo a verification.

Remove a credential

1. Press the bin on the credential's row. A confirmation appears with a button reading Remove Credential.
2. Confirm. A message reads "Credential removed".

The credential is hidden rather than erased, and the audit trail keeps its entry. It cannot be brought back from any screen.

A removed credential still shows up in the nightly check

PTRS's nightly expiry check does not skip removed credentials, so a credential you removed keeps producing a line in PTRS's log every night until its expiry date passes. Nobody sees those lines, so the practical effect today is noise in the log.

What PTRS records

The credential is on the record, counted by the Expiring Credentials and Expired Credentials figures on the Staff page and by the directory's Credentials filter. The audit trail carries an entry naming the credential type and the staff member.

What the dialog collects and does not save

Four fields on Add Credential are thrown away

Certificate Number, DEEDS Certificate ID, Credits Completed and Quality-Assured Hours are on the dialog and are not saved. There is no error. The credential is created without them.

Field	What to do instead
Certificate Number	Add the credential, then Edit it and enter the number there
DEEDS Certificate ID	Nothing can record it
Credits Completed	Nothing can record it
Quality-Assured Hours	Nothing can record it

Career ladder level, CDA status, supervised experience hours and foreign-credential evaluation have no way in either.

The Qualification Gaps card never appears

Below the credential list, a Qualification Gaps card is meant to show which required credentials a person is missing: CPR, First Aid and a background check for everyone, plus Medication Administration if their position lets them be alone with children, plus a DEEDS certificate if their position needs one. It needs the person to have a position, and no screen in PTRS assigns one, so it never appears for anyone.

Do the check by eye. For every staff member, PTRS considers CPR, First Aid and a background check required, and Medication Administration for anyone who will give medication.

Three credential statuses cannot be reached

PTRS knows the statuses Revoked, Rejected and Pending Verification, and no screen can set any of them. A revoked certificate has to be removed, which loses the reason. If the reason matters, edit the issuer or add a verification note first, so the audit trail keeps it.

When PTRS refuses

What you see	What it means	What to do
Invalid credential type: '…'	The type was not one of the nine	Use the list
Invalid issued date format: '…' or Invalid expiry date format: '…'	The date could not be read	Use the date pickers
Credential with ID '…' was not found.	The credential was removed in another tab	Reload the record
Staff member with ID '…' was not found.	The staff member is in another organisation, or the page is stale	Reopen from the directory
Nothing happens and no message	PTRS refused and the message appeared behind the dialog, which closed	Open the dialog again and check the issuer. It is required and easy to leave blank.

Related

• Staff fields and limits, every rule and the nine types
• Record a background check, the separate, tracked process
• Build a personnel file, where the CPR and First Aid cards are also required documents
• What happens automatically, what the nightly expiry check does