Eligibility: who is allowed to do the work

Eligibility answers one question before the work starts: may this person do this job, over these dates? Maliru checks what the work requires against the credentials the person holds, and when the answer is no it says what is missing and who requires it — "First Aid at Work is missing — required by Meridian Utilities", not just "blocked".

Open it from Authorisations › Eligibility. The button shows for people with Manage compliance, unless Eligibility has been switched off in Global settings › Modules. It has four tabs: Positions, What work needs, Asking to start (for people who can answer those requests) and Trade packs.

Where requirements come from

A job's requirements are gathered from everything it touches:

• the position of the person being put on it;
• the job's workstream, site, client and contract;
• the job's own Required credentials, ticked on the job form.

Requirements set on a client or a contract are on the Crew plan and above. Everything else here, including a trade pack's licence checks when someone is scheduled, is on every plan.

A requirement is either a credential the person must hold, or — from a workstream, site, client or contract — a permit the job must hold, such as a road opening notice or a hot works permit. Each is checked for the whole window of the work. A credential that runs out before the work ends counts as a problem ("expires on {date}, before this work ends"), and so does one that is still waiting for review, one limited to other work, or one that hasn't had the check its type asks for (see What a credential has to show below). A permit that hasn't been granted, or that runs out before the work ends, counts the same way. Anything that can't be proven counts as not held.

Set requirements on the What work needs tab, on the job itself (Required credentials), or — for permits a whole workstream needs — in the workstream's settings (Authorisations this work needs, which writes the same requirements; see Workstream settings).

Positions

Positions are managed where people are, so this tab — and picking a position on What work needs — needs Manage users as well as access to Eligibility. The Positions tab: "What someone IS, so a rule can hang on it." A position is the reliable way to say "every door supervisor needs a licence, on every job", because it doesn't depend on a free-text job title being typed the same way twice.

• New position — a Name and an optional description.
• Edit or Retire a position. Retiring keeps everyone's records; "What stops is the checking: whatever this position required will no longer be asked for."

Give a person their position in Users › their record › View full profile › Edit profile › Position: "Whatever this position requires is asked of them on every job."

What work needs

"Declared once against the kind of work. Every job underneath picks it up live — including the ones already scheduled." Choose what the requirement hangs on — Position, Workstream, Site, Client or Contract — and pick the record from the searchable list. Then Require something:

• A credential or A permit (a permit can't hang on a position, because a permit belongs to the job, not the person).
• For a permit: Which permit — "Held by the job, not the person — the work waits for it to be granted".
• For a credential: What is needed (a credential type), Which part of it — The whole card, or one unit on it ("Leave as the whole card unless the work needs one particular unit.") — and At least this level, offered only for a type that has levels.

Choose Require it. Each requirement is listed with a Stop requiring this button; a permit reads A permit granted to the job. The rule applies live to every job it touches, including work already scheduled.

A level requirement is met only by a credential that records a level at least that high (see below).

What a credential has to show

Beyond its dates, the checks read three things about each credential, all recorded in the office — see Credentials and competency for the forms and the verify step:

• Proof — each credential type says what it needs Before it counts: Recording it is enough, A copy of it must be attached, or Someone must check and verify it. For the last, an owner or someone with Manage compliance uses Verify on the person's approved credential after checking the card or the issuer's register. Until then it reads "Not verified — does not count until somebody checks it", and the checks say "has not been verified".
• Level — for a type with levels, the level the card was issued at. Not recorded counts as too low for a requirement that asks for a level.
• Only counts for some work — a card valid only for one client, contract, site or workstream. On other work the checks say "is not valid for this work".

Editing a credential type keeps its enforcement and its Before it counts setting unless you change them in the dialog, so opening a pack's type and pressing Save never loosens it.

How hard each requirement bites

How strictly a requirement is enforced is set on each type, not on the workspace, so a missing licence can stop work while a lapsed refresher course only warns.

• For a credential, open Users › Settings (the gear) › Credential types (this needs Manage users), add or edit a type, and find When someone has not got this.
• For a permit, open Authorisations › Authorisation types, edit the type, and find When the work has not got this. A new permit type starts on Stop the work; a supervisor can allow it, at the start of the work. See Authorisations and permits.

Both offer the same choices:

What happens

• Nothing — just keep track of it
• Show a warning, let the work go ahead
• Stop the work; a supervisor can allow it
• Stop the work; nobody can allow it

From when

• As soon as someone is put on the job
• When the roster is published
• When they start the work

The strictest level, nobody can allow it, is always checked as soon as someone is put on the job: "Checked as soon as someone is put on the job, so nobody is ever scheduled for work they cannot lawfully do."

Each moment includes the ones after it: a requirement that bites as soon as someone is put on the job also stops the publish and the clock-in.

Units on a card

Some credentials are one card with several parts, each lapsing on its own date — for example a streetworks card with separate units. In Credential types, choose Units on this card on the type and Add unit: a Code, a Name, and Only counts while these are current if the unit depends on others. A reinstatement unit that is worth nothing once the location unit lapses reads "does not count — something it depends on has lapsed".

Record which units a person holds from their credential's Units on this card icon: "Tick what is on the card and put its own expiry against it." Each unit gets the same expiry reminders as the card itself.

Where a refusal shows

• Putting someone on work. Every way of putting someone on a job asks the same question: saving a shift (draft or published), moving it on the calendar or Board, bulk changes and copies, Add multiple shifts, allocating or editing a route, and adding a visit on the job. A requirement that bites at that moment refuses the save with the reason.
• Publishing. Publishing shifts or a route checks requirements set to bite When the roster is published (and earlier). A shift that fails isn't published — it stays a draft and is "held back", with the reason; everything else goes out. A route is published whole or not at all.
• Before the day. Maliru re-checks the next 60 days of scheduled work in the background. A person who is no longer allowed shows Not eligible (or Needs attention for a warning) on the shift's team list and on their own work card. When someone's answer gets worse, everyone with Manage schedule is told, for example "1 scheduled assignment is no longer allowed to go ahead".
• Starting work. Clock-in is refused with "This work cannot start yet: …" and the reason. On their phone the worker can see why and ask a supervisor to allow it — see When someone can't start.
• Claiming an open shift is checked the same way, and the refusal says whether a supervisor can allow it.

Assign anyway

When the refusal is one a supervisor may allow, someone holding Override eligibility is offered Assign anyway (Publish anyway when publishing). It asks Why — "Going ahead with this shift is recorded as an override against your name, with the reason you give." — and the save goes through. Bulk changes and Add multiple shifts ask once for all the refused shifts or rows.

The override is recorded in the audit trail, pinned to that person and that job, and runs out when the work ends — so their clock-in on that job goes through too. Without Override eligibility you see the refusal and no button. A requirement set to Stop the work; nobody can allow it ends "This cannot be overridden.", and nobody is offered the button. See Clashes, leave and who cannot go.

Trade packs

The Trade packs tab lists ready-made sets of credential types and positions for a trade — what the credential is called, how long it usually lasts, when to start warning and how hard it should bite. Add applies one. "Adding a pack never overwrites anything you have already set up." A type you already have by the same name is left exactly as it is.

When a workspace is created, the pack for its trade and country is added automatically. Where there is no pack for that trade in that country, a general field-safety pack is added instead — packs that name a country's own schemes are only added in that country. So a new workspace can already have types that stop work. Check them in Credential types before your first roster, and lower any you don't want enforced. The validity periods are defaults, not a statement of any regulator's rules.

Some pack types — a gas registration or a driving licence, for example — only count once somebody has verified the record. Those credentials need a Verify from the office before anyone holding them can be scheduled — see What a credential has to show above.

Who can do what

• Manage compliance opens Eligibility and sets what work needs, the trade packs and authorisation types. It is also what lets someone Verify a credential.
• Manage users manages positions, credential types and their units, and people's credentials.
• Override eligibility shows the Asking to start tab, lets you allow or refuse a start, and is needed for Assign anyway and Publish anyway.

Owners hold every permission. Give the others out in Users › Edit access & role.

See also Credentials and competency and Authorisations and permits.