Using the upgraded Compliance & Training Matrix

The Compliance & Training Matrix is where you check every worker's compliance documents and training certificates at a glance. In this release it has had a big upgrade.

The Compliance Matrix and Training Matrix used to be two separate grids. They're now one grid, built from your compliance checklists, with a score for every worker and more detail when you click a worker or a cell. The original grids are still there while your team gets used to the new one.

What's changed

One grid for documents and training. Compliance documents and training certificates now sit side by side, with one row per worker and one column per item.
Columns come from your checklists. Every item on your General, client and site checklists becomes a column, next to the CareHires Baseline.
A score for every worker. Each row shows a score bar worked out from the mandatory items that apply to that worker.
Choose whose checklists to look at. Pick a client, a CareHires provider or a single site to add their items to the grid.
New worker and cell panels. Click a worker to see their gaps and upcoming expiries, or click a cell to upload, renew or view a document.
The old grids are kept. You'll find them as Legacy Compliance Matrix and Legacy Training Matrix.

Before you begin

The upgraded matrix is part of Agency Accelerator Pro. Agencies on other plans see their first three workers, with an upgrade card over the rest.
It relies on your compliance checklists. Set them up first. See How to set up Compliance Checklists for your direct clients.
Exporting needs permission to export. Uploading and verifying documents needs permission to manage documents.

Opening the matrix

Go to Employees › Compliance/Training, as you do today.
The upgraded Compliance & Training Matrix tab now opens first.

Legacy Compliance Matrix and Legacy Training Matrix sit beside it, so you can compare the two while your team settles in.

Where the columns come from

You do this in Client Checklists	The matrix shows
Add an item to your General checklist	A column tagged AG for every worker it applies to
Add an item to a client or a site	A column tagged CL when you pick that client or site
Limit an item to some worker types	N/A for workers of other types
Make an item Mandatory or Optional	Mandatory items count towards the score. Optional items are shown but never scored
Set how long an item stays valid	The expiry date, Due soon in the last 30 days and Expired after it
Retire an item	The column goes, and the scores are worked out again

Items on the CareHires Baseline show as CH columns. An item on both, such as Fire Safety copied into your General checklist, carries both tags.

Reading the colours

The cell shows	Status	What it means
A date, in blue	No expiry date	The document is on file and doesn't expire. The date is when it was uploaded.
A date, in green	Completed	The document is valid, with more than 30 days to go. The date is its expiry date.
A date, in amber	Due soon	The document expires within 30 days. Time to ask for a new one.
Expired, in red	Expired	The document is past its expiry date. A new one is needed.
A dash	Not uploaded	The document is needed for this worker, but nothing has been uploaded yet.
N/A, grey stripes	Not applicable	The document isn't needed for this worker's type. It's never scored.
An hourglass	In review	A new upload or change is waiting for review. It counts once it's approved.

Tip: Press Compliance Key above the grid at any time to see the colours on screen.

Reading the column headers and rows

The icon shows whether the item is a compliance document or a training certificate.
The tags show where the item comes from: CH the CareHires Baseline, AG your General checklist, CL a client, provider or site checklist.
The person icon shows which worker types the item applies to, and whether it's optional.
Each row shows the worker's profile status, the CareHires approved badge where they have one, and a score bar. Hover over the bar to see how many mandatory items are met.

How the score works

Each mandatory item that applies to the worker carries an equal share of 100%.
Completed and Due soon count as met. Expired, Not uploaded and items in review don't.
Optional and N/A items are never scored. A worker with nothing to score shows 100%.

Choosing which checklists to look at

When the matrix opens, it scores your workers against your General checklist and the CareHires Baseline.

Pick a client or a CareHires provider in the toolbar to add their checklist.
Pick one of their sites to add that site's items too, or keep All sites.
Clear your choice to go back to General and the CareHires Baseline.

To leave a source out of the columns and the score, open the filters and use Show items from. One source must stay ticked.

Finding the workers you need

All workers, Fully compliant and With gaps tabs, each with a count.
Search by Name.
Filters: worker type, workers with documents, without documents or with expired documents, profile status, and sorting by name or by score.
Export downloads a CSV file of every worker that matches your filters.

Opening a worker

Click a worker to open their panel:

A banner showing how many items have expired and how many expire within 30 days.
Overview: the score, items by status, progress on each checklist, up to six Gaps to close and up to six items Expiring in the next 90 days.
Documents & Certificates: every file, the checklist it counts for, when it was uploaded and how long it's valid. Agency Verified shows whether your team has seen the original.
Download All: the worker's documents, certificates or both, in one ZIP file.

Opening a cell

Click any cell except N/A to see the item: its status, who checked it and how, the evidence accepted and the validity rule. From here you can:

Upload Document or Upload Certificate when nothing is on file.
Renew, Download or View when it is. Renew waits while a newer version is in review.
Confirm you've seen the original when you upload, to mark the document Agency Verified.

Good habits worth adopting

Start each week on With gaps. Work through each worker's Gaps to close.
Check Due soon cells before they turn red. Replacement documents take time to arrive.

If something looks wrong

A column you expected is missing. Check the item is on a checklist in scope, or pick the client or site it belongs to.
A worker shows N/A where you expected a dash. The item isn't set for their worker type. Check the item's worker types in your Item Library.
The CareHires Baseline items can't be changed. They show as CareHires sets them. Add your own requirements to your General checklist instead.

If you still need help, contact our Support Team.