How it works

Skills has three parts working together:

A skill library - the skills your business runs on (e.g. Barista, Forklift, Opening the Store), each with its own rating scale
Position requirements - the minimum level a position needs for each skill it depends on
Employee records 0 what each person actually holds, awarded manually or through an assessment

You can access Skills from HR > Skills.

💡 Tip: Skills is organised into three tabs - Skills, Assessments and Assigned so you can move between building the library, running assessments, and reviewing what's been awarded.

Build your skill library

Before you can hold anyone to a standard, you need to define the skills themselves.

To create a new skill:

Navigate to HR > Skills
Click + New Skill
Enter a Name (e.g. "Espresso Machine Operation")
Optionally, add a Description of what the skill covers
Under Rating scale, define the levels for the skill, ordered from lowest to highest (e.g. Novice, Basic, Competent, Proficient, Expert)
Click + Add Level to add more levels if needed
Click Save Skill

📝 Important to note: Levels already in use by employees or positions can be renamed but not removed. New levels can always be added.

Once a skill is no longer needed, it can be archived without losing the history already attached to it, past assessments and awarded records stay intact.

Set the standard for each position

A position can require the skills it depends on, at the minimum level it needs.

Duplicating a position carries its skill requirements with it
A skill can be attached to every position that needs it in a single save

📝 Important to note: Changing a required level across many positions at once isn't currently possible, you'll need to update each position individually. This is the same limitation as qualifications and training requirements.

Record what people hold

Every employee's Train and Qualify tab includes a Skills section, sitting alongside their qualifications.

To award a skill:

Open the employee's Train and Qualify tab
Go to the Skills section
Select the skill and the level to award

Everything an employee holds is shown with both the label and the scale together.

For example, Competent - 3/5, so there's no ambiguity about what a rating means.

📝 Important to note: Awarding follows the same access rules as the qualifications section, a manager can only award or remove skills for employees they're responsible for. Employees cannot award or remove their own skills.

Assess people against the scale

Rather than awarding skills one at a time, an HR admin can build a formal assessment.

To create an assessment:

Navigate to HR > Skills > Assessments
Click + New Assessment
Enter a Name for the assessment
Under Skills rated, select the skills the assessment will rate
Word the prompts and order them under Questions - this is what the assessor sees for each skill
Leave Active checked to make the assessment available to assign
Optionally, enable Hide from the employee being assessed if the results shouldn't be visible to the person being rated
Add a Description to give context to whoever fills it in
Click Create Assessment

Complete an assessment

Once created, the assessment is handed to an employee with a nominated assessor, usually their manager, who works down the list, choosing a level for each skill.

📝 Important to note: An assessment cannot be handed in until every skill has been rated and every question answered.

Once submitted, the assessment becomes a read-only record. Submitting it awards the rated skills at the levels given, dated from when the rating was made, not from the date the assessment was handed in.

See where you're short

Two reports answer two different questions:

Current Skills

Measures each employee against the position they hold today, how much of it they meet, what's missing, and where they sit below the level the position asks for.

Skill Gap Analysis

Shows who is closest to being ready for a position that needs filling, giving partial credit to people part-way up a scale rather than only counting those who've fully met it.

Both reports can be filtered by skill, position, team and employee.

Roster on capability

The Rota Agent now knows who holds which skills and at what level, so a question like "who can open the store" is one it can answer directly. Capability is weighed alongside availability, past rota patterns and labour cost when a rota is built.

Import existing records across

Two importers are available under Settings > Import & Export:

Skills importer - builds your skill library from a spreadsheet, including names, descriptions, rating scales, and which positions require each skill
Employee Skills importer - loads what people already hold, along with the date each skill was earned, so a skill gained in 2019 still reads as 2019 rather than the import date