# LICENCE MANAGEMENT # User Manual # Introduction to Licence Management This document explains and illustrates the functionalities and rules within the Licence Management module. This module is implemented to manage the life cycle of licences required by an employee’s job/position, ad hoc licences and public licences. ## Process Flow The following diagram portraits the process flow when a workflow is not required for Licences:
**Licence name:** | From the licence definitions library select a public licence. |
**Valid From:** | Select the start date of the licence from the calendar. |
**Valid For:** | Automatically populated with the Default Expiry Period configured on the licence definition (and training intervention). |
**Until:** | Automatically calculated based on the default expiry period. |
**Public licence code:** | Select a value from the dropdown. The list of values returned in the dropdown is master data that needs to be pre-populated by the administrator. |
**Licence Name:** | From the licence definitions library select a licence. |
**Valid from: \*** | Custom select the start date of the licence from the calendar. |
**Valid for: \*** | Select the period that the licence will be valid for. If a ‘Default Expiry period’ is configured on the licence definition detail, then this field will be automatically populated. |
**Until: \*** | Automatically calculated based on the valid for period selected or custom select an expiry date. |
**Reason for licence:** | Select a reason from the dropdown. |
**Required:** | Select if the licence is required for compliance and should display on the employee’s PDP. |
**Suspend from:** | Select the date of the suspension. |
**Upload document:** | Provide suspension documentation (optional). |
**Comment:** | Add a comment (mandatory). |
**Lift suspension on:** | Select the date on which the suspension will be lifted. |
**Upload document:** | Provide suspension documentation (mandatory). |
**Comment:** | Add a comment (mandatory). |
**Valid From** | **Valid To (Expiry)** | |||||||||
**Requirement learner record 1** | 2018/02/14 | 2020/02/13 | ||||||||
**Requirement learner record 2** | 2017/12/07 | 2018/12/06 | ||||||||
**Requirement learner record 3** | 2014/06/12 | 9999/12/31 | ||||||||
**Licence record** | 2018/02/14 | 2018/12/06 |
**Valid From** | **Valid To (Expiry)** | |||||||||
**Window of validity** | 2018/02/14 | 2018/12/06 | ||||||||
**Custom selected dates** | 2017/12/01 | 2018/11/30 | ||||||||
**Licence record** | 2018/02/14 | 2018/11/30 |
**Licence type:** | Select a type to categorise the licence definition. |
**Default Expiry Period:** | Select the period that the licence will be valid for. Applies to public licences and ad hoc licences (only if ‘*Ad-hoc licence must ALWAYS follow requirement learner records validity dates*’ is OFF). |
**Approved via workflow:** | Select if the licence requires workflow for approval. YES: Set the licence status to Outstanding and send it for approval via workflow. NO: Set the licence status to Valid without sending it for approval via workflow. |
**This licence is used to group other licences:** | Select if this licence definitions will be used to group other licences and select the licence types that should be grouped with this licence. ![]() Figure 24: Group the following licence types If a person has this licence and other licence(s), this licence will be the primary licence. If printed any other licences, of the selected licence types, will be grouped under this licence and will also be printed on same the licence card. You will not be able to print any licences if there is no primary licence on an employee’s profile. |
**Public licence:** | Select if this licence definition will be used as a public licence. |
**Colour to Display In:** | If printed, this colour, will determine the colour of the licence card if the licence is a grouping licences. |
**SchemaId\*** | The schema on which the employee is appointed and to which the licence must be imported. |
**EmployeeNumber\*** | The employee number of employee who must receive the licence. |
**Licence Section\*** | This refers to the licence sections on the employee’s licence dashboard where the licence will be imported. There are only three valid sections in the database: Public, Ad Hoc and Position. |
**Licence Type\*** | **Path**: Modules | Manage Employees | Master Data | Licence Types You can get the relevant licence type value from the licence definition in the licence definitions catalogue (Path: Manage Employees | Master Data | Licence definitions). The licence type should exist in the licence types library and should also be linked to the licence definition of the licence that you want to import. |
**Licence Name\*** | **Path**: Modules | Manage Employees | Master Data | Licence definitions The licence should exist in the licence definition catalogue and the licence name in the import file should be an exact match to the licence definition title. |
**Start Date\*** | The start date of the licence. |
**End Date\*** | The expiry date of the licence. |
**Licence Number** | |
- **Licence Code\*** *Only public licences* | **Path**: Modules | Manage Employees | Master Data | Licence Code Only mandatory when importing public licences. The code should exist in the licence code library and the import file should only be populated with B, C, C1, EC etc. |
**Mine Licence Number** | Unique Code provided. |
**Is International Licence** | A 'Yes' or 'No' option. |
**Place of Issue** | The location where the licence was issued. |
**Comments** | General comments to be loaded against the licence. |
**Last Collection Date** | The last issue date of the licence. |
**Last Printed Date** | The date when the licence was last printed and provided to the employee. |
**First Issue Date** | The initial date when the licence was first issued. |
**Primary Approver** | The engineer serving as the primary approver for the licence on the date of issue. |
**Document Name 1 - 10** | The unique document name with extension of the document e.g. document.jpeg. |
**Document Description 1-10** | The description to be displayed on the document list. |