Help CentrePeople Hub — Admin Guide
What is People Hub? People Hub manages your employees' training, skills and roles as they relate to compliance. It lets you define the training your business needs, set the skills employees should achieve, define competency roles and the level required for each, and visualise all of this across the organisation.
Getting started: first-time setup
The first time you open People Hub you'll see a setup pop-up with four steps. Each is marked complete automatically once you've done it. If you don't want to see the pop-up again, tick don't show this again and click Got it.
Settings — configure administrators, exports, default skill levels and tags (see below).
Activities — define the training, certificates and courses you need to track.
Skills — define the skills you want to measure, linking them to activities.
Competency roles — define roles and the skills/activities required for each.
We recommend setting these up in this order: activities first, then skills (which link to activities), then competency roles (which combine both).
For each of Activities, Skills and Competency Roles you can download a template spreadsheet, fill it in, and re-upload it to bulk-create records. If there's a problem with the upload, a validation screen lists the checks and errors to fix.
PeopleHub settings
In the Settings box you can configure:
Setting | What it does |
|---|---|
Administrators | Add people who can manage activities, skills and training permissions — effectively a mini-administrator for the hub. |
Document export | Export all documents (training certificates, employee documentation) uploaded to People Hub. Export history is shown in this section. |
Default skill levels | Currently one central set of skill levels applies across all skill types. Custom levels per individual skill are planned depending on customer feedback. |
Tags | Connected to the platform's central tag system, but you can also create tags specific to People Hub so you can organise activities and training without cluttering the global tag list. |
Coming soon: a certification section that lets you build a generic certificate template, automatically generated when an activity is completed (used where no certificate is uploaded by the user).
Coming soon: a certification section that lets you build a generic certificate template, automatically generated when an activity is completed (used where no certificate is uploaded by the user).
Key pages at a glance
Page | Purpose |
|---|---|
Homepage | KPIs you can click into for more detail on the metrics behind them. |
People | List of employees with a summary: competency roles, activities, skills coverage, expiring/expired activities, and last review date. |
Individual profile | Metrics, files/certificates, activity tracker, skills, roles, review and comments for one person. |
Activities | Central place to create and manage every training item, certificate and course (see below). Filter by tag, type and category using the view saver. |
Activity Tracker | The master list of every activity required for every person, however it was assigned (directly, via a skill, or via a competency role), with time remaining to complete. Export to Excel from here. |
Skills | Build and manage application skills, categories, tags and skill levels. |
Competency Roles | Build roles, link them to required skills/activities, and connect them to application groups so membership drives requirements automatically. |
Activity Matrix | A matrix of people × activities (plus Skills and Competency Role tabs), filterable by group. Hover a tile for details, or click through to the person or activity. |
Reports | Set up and track reports from your uploaded data. This will move to the new Report Hub (an upgrade from KPI Hub). |
Setting up activities
We recommend defining activities before skills or roles, since skills and roles both link back to activities. Think through the following before you upload data.
Activity types
Type | Use it for |
|---|---|
Training item | Tracking something without managing delivery — e.g. a certificate or check with an expiry date, reminders, and a system record. No course to run. |
Internal course | Training delivered in-house, where a manager or admin has a task to deliver it. You choose whether users can self-mark completion, and whether general managers (or only People Hub admins) can book people onto it. |
External course | Training booked with an external provider. Invited users are shown the course, but nobody internally is required to manage or mark attendance — the user (or their manager) marks attendance and uploads the certificate themselves. |
Training action | An in-app requirement rather than external training — e.g. complete a form, complete a process, or confirm a document has been read and understood. |
Key details to define for each activity
Certification requirement — should the user upload a certificate, or should the system generate a PDF certificate automatically?
Training fields — e.g. ask the user to record a score. Alternatively, tick watch a video (and untick record-with-fields) and paste a video link (local drive or YouTube), or add a link out to an external course or login.
Attachments — add supporting documents or information for the user alongside the activity.
Deadline and expiry — how long does a person have to complete the activity once assigned (a value and a unit), and does the certificate/activity ever expire? You can also let the person set the next-due date themselves where a provider defines it (useful when renewal timing varies by course result).
Who it applies to — assign the activity to a specific group (e.g. Engineering) so it goes out immediately with a deadline, leave it unassigned as a template you add people to later, or tick align to all app users so every new starter is automatically required to complete it (e.g. a site induction or H&S policy read).
All optional prompts (score fields, video, external link) can be switched off entirely, leaving just a certificate upload with an optional comment.
Once you're happy with your activity definitions, download the Activities template, fill it in, and use Import activity to create them all in one go.
Setting up skills
Define the skill type, its category (from the general categories), and the skill levels with descriptions of what's required at each level. In the spreadsheet you can also describe the training required for a given skill level — if the activity name is spelt correctly, it's automatically linked when you import.
Within a skill level you can connect an activity so that completing it automatically sets the person to that level — for example, linking Health & Safety training to Level 1 of a Health & Safety skill. Each skill records a current level and a target level, with when it was last assigned/updated; with the right permission, you can change these manually.
Setting up competency roles
Competency roles are separate from the application's main groups and roles — they exist specifically to track people's compliance-related competency. For each role, define:
The role name and the person ultimately responsible for managing it.
Role criteria — the required skills and activities.
A link to an application group or role, so anyone added to that group is automatically assigned this competency role (and automatically removed from the requirement — not their training history — if they leave the group).
Example: linking a Machinist competency role to Health & Safety training, FOD awareness training, and an Engineering skill requirement — anyone assigned the Machinist role in the app is automatically expected to meet all three.
As with activities and skills, you can download the Competency Roles template and re-upload it once complete.
Assigning activities to people and groups
Once activities, skills and competency roles exist, connect them to people:
Open the activity and click to edit it.
Scroll to the bottom and choose who to connect it to — e.g. the Engineering group.
Click Done, then Update.
This immediately pulls everyone in that group into the activity and requires them to complete it.
Before rolling this out, make sure (1) everyone in the organisation is on the system, and (2) the org chart in the admin panel is correct — visibility for managers is driven entirely by the org chart.
Manager and team visibility
What a person sees in People Hub depends on where they sit in the org chart. For example, if Ethan manages Ewan and Chloe, he can see both of their People Hub work (activities, profile, roles, skills); Chloe can in turn see everyone below her.
Any portal user who manages other people (per the org chart) sees, within People Hub:
A list of the people they're responsible for, each with their own profile.
Within a person's profile: the ability to add a role, assign a skill, and assign an activity, plus activity settings, skill levels, roles, reviews and comments for that person.
An Activity Tracker filtered to just their team's required activities (if they manage more than one person).
Under Courses: any course they've booked themselves, plus (view-only) any course their team members have been booked on by someone else; if they created the course themselves, they get edit access.
A miniature matrix page scoped to their own department, for picking activities, skills and competency.
Backdating historic training records
If you're moving from an existing training system or have historic training data to bring across, Q-Hub can bulk-import it for you. This is currently a paid service due to the infrastructure load of large imports; self-service backdated upload is planned for the future.
In the meantime, you can add a single historic record manually: open the relevant activity, select the person (e.g. Bob Smith), and record when they previously completed it (e.g. June). The system automatically updates that person's status and settings to reflect the completed training.