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Managing Document, Competency, and Equipment Types

Administration · Steg-för-steg-guide
Modul: Administration
Tillvalsmodul: HR-modul för kompetens och utrustning
För administratörer som underhåller personalens grundregister
Uppdaterad 2026-11-12 10:50
Brief answer

Place shared PDF templates on the Documents page under Administration. Create competency and equipment types before registering them to employees. A type defines what can be recorded, but it is the employee's own registration that shows the validity dates or which equipment has been issued.

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Before you start

Select the part of the guide that corresponds to your task. Shared document templates, competency types, and equipment types are three separate functions; you do not need to go through all three to add one of them.

Prepare a controlled PDF if you are adding a contract template. For a competency, you need to have decided the validity period and whether it should be monitored in the schedule. For equipment, you need a common designation that works for both issuance and return.

Your administrator profile must grant you write access to the pages you need to modify. Competency and equipment additionally require the HR module. If you only need to review a document template, you can use Download even with read access.

Preserve what needs to be monitored

A document template may be used by multiple contracts, and competency or equipment types may exist on older employee records. Download important documents before replacing or deleting them. Do not change the meaning of an existing type just to reuse its name; this can make the history misleading.

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Managing Shared Document Templates
Adding a PDF to the Documents PageOpen and review the PDF file on your computer. Then open the Documents page under Administration, select New, and choose the file. Reload the page after uploading and use Download to check the saved file. > [!WARNING] > Selecting a file starts the upload immediately > There is no separate Save button, and Timeplan does not verify that the content is a valid PDF. Therefore, ensure the correct file and content before selecting it. The filename appearing in the list is not sufficient as verification of the document. #### Further Details - This page collects shared templates for employment contracts. A document that applies only to a specific employee instead belongs on the Documents page under Personnel. An uploaded template is not automatically linked to a contract. - The file selector suggests PDF files, but this is not a content check. Ensure the entire document can be opened and read without a password. If you cancel the file selection, no file is sent and nothing needs to be saved. - Use a clear filename with a maximum of 100 characters including the extension. Longer names may cause the upload to fail without a clear explanation. The page does not specify a fixed maximum file size. If the upload does not seem successful, reload the page and check if the file appears before trying again. - Look for the filename in the list and check Uploaded and Uploaded by after reloading. Immediately after upload, a time from the browser is shown; reloading shows the saved time. The list is not sorted with the newest file first, so do not rely solely on the top row. - If the result is unclear, reload and check the new row before selecting New again. The file may already have been saved even if you did not see a response, and a new attempt could create an additional copy. Choose Download and open the file to check what was actually saved. - Once the file is verified, open the correct contract on the Contracts page and select the file under Employment Certificate in the group Own Employment Contracts. Verify the template selection before starting a new signing case.
Replacing an Existing Document TemplateSelect Download on the correct row and keep the old file if it might be needed. Check the new PDF file, select Replace on the same row, and choose the file. Then reload the page and download the replaced file to verify the result. > [!WARNING] > The replacement will be used in new signing cases > Contracts retain their existing template choice when the file is replaced. Therefore, check the content before anyone uses the template again. The old version cannot be retrieved from the page after a successful replacement. #### Further Details - Use Replace when it is a new version of the same template. Filename, content, upload time, and uploader are updated, while contract links to the template remain. Use New if the file should become a separate template option. - The replacement starts when you select the file; there is no second chance to review it with a Save button. If you cancel the file selection, the old file remains. - A replacement affects a new digital signing case that uses the template after the change. It does not affect cases already created or sent, a document already signed by the employee, or a file that someone has already downloaded. - Check the content even if the filename is unchanged. The row remains in its previous position in the open list, so the placement does not indicate if the replacement has succeeded. If unclear, reload and download the file before trying again.
Deleting a Document Template Not in UseFirst, ensure the template is not needed and that you have saved a copy if required. Select the delete icon on the document's row. In the Confirm Deletion dialog, choose Cancel to keep the file or Delete to remove it. Reload the page to verify the result. > [!WARNING] > Deletion cannot be undone from the page > Verify you are on the correct document row before opening the dialog. The confirmation does not show the filename, so cancel if unsure which file was selected. #### Further Details - If a contract uses the document as a template, the delete icon is disabled. Then check the template under Employment Certificate on the Contracts page. Only change the template if the contract really should use a different document, not just to clear the list. - Cancel closes the dialog without deleting the document. Delete performs permanent deletion if the document is not used. This is a different action than removing a competency or equipment type, where older employee registrations are preserved. - If someone selects the document as a contract template before deletion completes, Timeplan blocks the action. In the current version, the row may still temporarily disappear from the list. Therefore, reload the page; a row disappearing immediately is not alone proof that the file has been deleted.
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Managing Competencies and Training
Creating a Type on the Competency and Training Types PageOpen the Competency and Training Types page, select New, and enter the type name in Description. Choose standard validity and provide an explanation if needed. Select Save and verify the saved details. > [!WARNING] > Long explanations are truncated when saving > Keep the Explanation text within 250 characters. The current page only saves the first 250 characters of longer text without showing an error message. Therefore, review the saved explanation to ensure important information has not been lost. #### Further Details - Description is the name that can be selected on the employee's competency registration. It is mandatory, can contain up to 50 characters, and must be unique among active types. Explanation text is the common information shown as Explanation on the employee record. - A new type suggests twelve months validity. Choose the option button next to Months and enter between 1 and 999 if the competency should have a default validity. Choose No time limit if new registrations normally have no end date. The months field can still be changed when No time limit is selected, but the value is then not used as a time limit. - The default validity is a suggestion for future registrations, not an update of all competencies. Changing from twelve to twenty-four months leaves already saved employee records unchanged. The same applies if switching to No time limit; old end dates are not removed automatically. - The overview currently shows the validity period as a number. 12 means twelve months and 0 means no time limit. Open the type to check which option is selected. - A deleted type may still be needed to understand old registrations. Do not reuse the type for a different competency by renaming it. The current Weekly Overview may also still offer a deleted type in the competency selection; check that selection if you stop monitoring the type.
Setting Up Competency ChecksTick the checkbox Perform competency check on scheduled employees on the type. Enter the Number of employees and check times for each weekday. Choose Save before reviewing the settings in the Weekly Overview. > [!WARNING] > Ensure the end time is not before the start time > The current page may let you save a reversed interval. For example, do not enter 22:00–06:00 on one line and do not assume that a successful save means the times are correct. #### Further Details - Number of employees is how many scheduled employees must have the competency simultaneously during the check time. A new type defaults to 1, and you can enter between 1 and 99. Base this on the real needs of the operation, not just how many typically work the shift. - Each weekday has its own time interval from 00:00 to 24:00. New types default to the entire day. The line Sunday/Public Holiday applies to both Sundays and holidays, so check it especially if staffing needs differ from weekdays. - The copy icon with a downward arrow replaces the next day's start and end times with the times on the current line. It is available Monday through Saturday. Copying from Saturday therefore changes Sunday/Public Holiday; verify that line afterward before saving. - The red cross by a day sets both times to 00:00. The same start and end time means no coverage is required that day. Clearing does not remove the competency type and is not saved until you select Save. - The checkbox on the type makes the competency available for schedule checks but does not alone start the display for the user. In Weekly Overview, the type must also be included in Select competencies and Show competency checks must be selected. The next step describes how to make these selections; otherwise, a correctly set type may lack a visible check row. - If a deleted type still appears or gives results in Weekly Overview, check the selection under Select competencies and deselect it when it should no longer be monitored. Do not create a new type with the same name to try to remove the old check.
Displaying Competency Checks on the Weekly Overview PageOpen the Weekly Overview page and select Settings. Tick the checkbox Show competency checks and choose Select competencies. Tick the types to be checked and select Ok. Then select OK in Settings and Show in the page's date and filter area to load the results. > [!WARNING] > Competency selection is saved separately > When you choose Ok in the competency selection, the choice is immediately saved for your user. Cancel in the larger Settings dialog does not undo the already saved selection. Therefore, check the checkboxes before confirming. #### Further Details - Select competencies opens a separate dialog while Settings is temporarily hidden. Tick or untick each competency type individually; there is no master checkbox to select all. The dialog only shows types where competency checking is activated, but the current version may also show previously deleted types. - In the competency selection itself, the buttons are labelled Ok and Cancel, even in the Swedish version. Ok saves the selection and returns to Settings. Cancel or the close button returns without saving changes in the selection. If you deselect all types and choose Ok, an empty selection is saved, meaning no competencies are selected for checks. - In the Settings dialog, OK retains your choice for Show competency checks on the page. Cancel or the close button restores that checkbox to how it was when the dialog opened. This is therefore a separate setting from the list of selected competencies. - Choose Show in the page's date and filter area when back on the Weekly Overview. This saves your choice to display competency checks and loads the results with the saved competency selection. Selecting competencies alone does not automatically show the check row. - The selection and display apply to your administrator user. They do not change colleagues’ choices or the shared competency types. Verify the correct period and duties when comparing results with planned staffing.
Checking the Type on an EmployeeOpen the Competency/Training page for the correct employee. Check the type, Date, and Valid until against the supporting documents. If entering or correcting an entry, select Save and then verify the saved dates. > [!WARNING] > Check the end date even when Timeplan has suggested it > The standard validity is calculated from today's date, not from an earlier date you enter in Date. Changing between two time-limited types does not recalculate an already filled end date. Therefore, compare the suggestion with the certificate before saving. #### Further Details - A competency type does not automatically assign an employee a competency. The employee's own registration must specify the correct type and actual dates. For a time-limited competency, the registration applies from Date through Valid until. - When a time-limited type is selected on a new registration with an empty end date, today's date plus the type's number of months is suggested. If you change the start date or select another time-limited type, you must verify that the end date still fits. - Selecting a type without time limits clears Valid until and makes it uneditable. A previously entered end date is removed from the form. Verify you intend a registration without an end date before saving the change. - Information that only concerns this employee belongs in Comment, while the type's common text is shown under Explanation. Keep comments within 250 characters as longer text is shortened on save. Posted by shows the administrator who last saved the registration, not necessarily who first created it. - Follow up competency checks against scheduled shifts with known staffing and valid competencies. A correct name is not enough if the competency has expired or does not apply in the displayed period. Do not alter real competency dates just to produce a certain check result. - Removing a competency type preserves previous employee registrations. Removing the registration itself from the employee deletes it so it no longer participates in tracking. Retain documentation as per your procedures.
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Managing Equipment Types
Creating a Type on the Equipment Types PageOpen the Equipment Types page, select New, and enter the name in the top field Description. Use the larger field below for a common explanation if required. Choose Save and reopen the type to verify the information. > [!WARNING] > Long equipment descriptions are truncated > Use no more than 250 characters in the larger Description field. Longer text is shortened on save without a clear error message. Check the saved text before the type is used. #### Further Details - Both fields are called Description on the current page, but the upper one is the equipment type's name. The name is mandatory, can contain up to 50 characters, and must be unique among active types. A longer explanation in the lower field does not replace the name. - Use a designation that works for all items of the same type, for example key card. Serial number, size, or other information about a specific item belongs in Comment on the employee's equipment record, not in the type's common name. - The longer description is shown as Explanation when selecting the type on the employee's Equipment page. It can describe what is included or how to handle returns. Write it so it suits every employee receiving this equipment. - The overview only shows the first 50 characters of the description. If the text looks shorter there, it may not be lost; open the type to read the full saved text. The limit for what can be saved in the description is 250 characters. - A deleted equipment type cannot be selected for new issuances, but previous records keep the link and name. Deletion does not register a return. That is still done on the employee when the equipment is actually returned.
Checking Issue and ReturnOpen the Equipment page for the correct employee. Check Equipment, Issued, and Issued from. When returning equipment, also check Returned and Returned to. Select Save if you have entered or changed any information and then verify the results in the employee's list. > [!WARNING] > Check the return date before saving > The current page can accept a return date that is earlier than the issue date. Verify the dates are correct yourself. Do not delete the employee's registration when equipment is returned; record the return on the existing registration. #### Further Details - A new registration suggests today’s date for Issued and the logged-in administrator’s name for Issued from. Verify these suggestions if you register an earlier issuance or if someone else issued the equipment. - Use Comment for information about the specific item, such as serial number or size issued. Keep text within 250 characters because longer comments are shortened on save. - When entering a return date, Returned to must also be filled out. If the field is empty, the logged-in administrator’s name is suggested. Change this if someone else received the equipment so the registration reflects the actual event. - Clearing the return date with the cross also clears Returned to. Check both fields before saving; clearing means the registration no longer shows a return. - After saving, verify the information in the employee’s equipment list. A deleted type may still appear on older registrations deliberately. Removing the equipment record itself deletes the history for that specific issuance. - Create a new equipment type when the meaning changes significantly. Renaming an old type to a different kind of equipment makes previous issuances difficult to understand, even if the name suits the next issuance better.
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Verifying Your Work

Check the part you have worked with:

  • Download the document template and open it. Verify the correct file is selected on the correct contract before it is used in a new signing case.
  • Check the competency type's saved validity and an employee’s actual dates. If schedule checks are to be used, also ensure the selection and display in Weekly Overview are correct.
  • Verify the equipment type’s name and explanation function properly on the employee record. Confirm issuance and any return without changing older information solely to test the type.
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Frequently Asked Questions
Should I select New or Replace for a document template?Choose Replace when the same template and its contract links should remain but with a new PDF. Choose New when the file should become a separate template option. Verify the file before selecting and check the saved version afterwards, as uploading starts immediately.
Why does a deleted competency or equipment type appear in the history?Older employee registrations are preserved so that competencies, issuances, and returns remain understandable. This is not the same as the type continuing to be used for new registrations. A deleted competency type may also remain in the competency selection in today’s Weekly Overview and produce check results. Verify Select competencies if it should no longer be monitored.
Why doesn’t the Weekly Overview warn about competency?Check that competency checking is ticked and saved on the type. Then verify that Show competency checks is selected and the type is included in Select competencies in Weekly Overview. Next, review weekday numbers and times, as well as employees’ validity dates. Identical start and end times mean no coverage is required that day.