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Require and track competency documentation

Some competencies are not enough on their own: the person's record must also contain evidence, such as a certificate scan. Markular can require an attachment for selected competencies, report every current holding that lacks one and treat missing evidence as a separate compliance gap in Planner.

Existing competencies behave as before until an administrator turns on Requires documentation for that competency.

Mark a competency as requiring documentation​

You need permission to manage competencies for this step.

  1. In People, open Competencies and find the competency definition.
  2. Open it for editing.
  3. Select Requires documentation.
  4. Save the competency.

The requirement applies wherever that competency is used. A person can hold it at the correct level and within its validity dates, but it will not fully satisfy a Planner requirement until their person competency has at least one attachment.

Find missing evidence​

  1. In People, open Competencies, then Missing Documentation.
  2. Review the summary for the number of documentation gaps, people affected and competencies affected.
  3. Filter by Department, Competency or Employee type, or search for a person or competency.
  4. Select Add documentation to open the exact person competency. With view-only access, the action is View competency instead.
  5. Add the supporting file and save the person competency.
  6. Refresh the report. The row disappears when the attachment is present.

The report includes current person competencies only. It does not mean the competency itself is missing, below level or expired; it means the competency is registered but its required evidence is absent.

How Planner uses the requirement​

Planner shows missing documentation separately from a missing competency, an insufficient level or an expired holding. A candidate without required evidence does not meet that competency requirement, even if the competency and level are present.

In the candidate list:

  • a document-warning icon identifies a competency that requires evidence;
  • the competency detail shows when the person has the competency but lacks its attachment;
  • Must match all checked excludes that person for the affected requirement;
  • the candidate receives only a partial match for that requirement, which lowers their competency score;
  • if strict competency validation is enabled for your organisation, the assignment is rejected until the evidence is attached or the requirement is changed. Without strict validation, the warning remains decision support rather than a hard block.

Resolve a warning while planning​

  1. Open the candidate and confirm that the document-warning icon refers to missing evidence, not a missing or expired competency.
  2. In People, open Competencies, then Missing Documentation.
  3. Find the person and select Add documentation. The link opens the exact person competency that Planner evaluated.
  4. Attach the evidence to that person competency and save. A file stored only as a general personal document does not satisfy this requirement.
  5. Return to Planner and refresh the candidates. The warning clears, the competency becomes a full match and the person is included by Must match all checked.

If no valid evidence exists, choose another candidate or follow your organisation's exception process. Do not attach an unrelated file simply to clear the warning.