Keep the qualified signatory register

The qualified signatory register is the list of people who may observe learners and sign off their competency after a course. You keep it per site, department, company or position, and each entry covers either every course or one named course. When a learner finishes a course that needs an observed sign-off, it goes to the people on the register for where they work.

You need the Manage qualified signatories permission.

Adding somebody to the qualified signatory register

1. Choose Admin, then People in the left-hand menu, then Locations, Departments, Companies or Positions.
2. On the row for the place they can sign off for, open the actions menu (the three dots) and choose Qualified signatories. The register for that place opens in a panel.
3. Choose Add signatory.
4. Choose the person.
5. Leave Course empty to let them sign off every course here, or choose the one course they are qualified for.
6. Optionally add a Qualification note, such as the certificate that qualifies them.
7. Choose Add signatory to save.

Screenshot missingqualified-signatories-drawer

The Qualified signatories panel opened from a location's row menu, listing two signatories (one for all courses, one for a named course with a qualification note) and one flagged Added on the spot, with the Add signatory button visible.

Expected at src/assets/screenshots/guides/keep-the-qualified-signatory-register/qualified-signatories-drawer.png

To remove somebody, choose Remove on their row in the same panel. Removing somebody stops new sign-offs going to them. Sign-offs they already have stay with them until they are done or reassigned.

Which qualified signatories a learner’s sign-off goes to

Learnient uses the most specific entries it can find for the learner:

1. the learner’s position
2. then their site
3. then their department
4. then their company

Everybody at the first level with anyone on it is offered the sign-off: people registered there for that course and people registered there for every course, together. So registering three assessors at a site means all three are offered each sign-off there, and the first to record it completes it. Adding somebody for one course never takes that course’s sign-offs away from the people registered for every course. For a learner with more than one position, the position the course was assigned for decides where they are signed off.

A learner cannot sign off their own competency, even if they are on the register.

Note: If nobody is on the register for a learner, their sign-off goes to their manager, who can sign it off without being on the register. Keep the register filled in for every place with courses that need observing, so sign-offs reach somebody qualified.

Entries marked as added on the spot

When an admin records a sign-off on behalf of an observer who was not on the register, they can add that observer there and then. Those entries are marked Added on the spot. Review them from time to time to confirm the person really is qualified.