🔒 You can add staff qualifications and credentials are available on the Premium and Professional packages

Staff qualifications help you keep track of training, certifications, and professional development across your setting. You can record credentials like First Aid or DBS checks on individual staff profiles and set up qualification types to categorise staff by their role or qualification level, making it easier to plan rotas and monitor ratios.

Setting Up Staff Qualifications

Staff qualification types let you categorise staff by their role or qualification level, for example Room Leader, Qualified Practitioner, or Early Years Assistant. Once set up, these categories are visible in the staff schedule and room overview, giving you an at-a-glance view of the qualifications present at any time.

Before you can assign qualification types to staff, you'll need to create them:

Head to your Settings
Click on Staff
Go to Qualifications
In the Qualification types section, click + Add

💡 The first time you set up qualification types, you'll be offered a template with pre-filled types to get you started based on your location. You can edit these or add your own at any time

Enter a name, description, abbreviation, and colour for the type
Choose whether staff with this qualification type should count towards your ratio calculations in the staff schedule
You can assign the qualification type to staff members directly from this screen if you'd like
Click Confirm

Permissions required

To manage qualifications, you'll need the Configure features permission. To assign them to staff, you'll need the Manage staff contract info permission. To view them, you'll need the View staff profiles permission.

Assigning Qualification Types to Staff

If you didn't assign staff members to a qualification type while setting it up, you can assign them from a staff member's profile:

Open the staff member's profile, scroll to the About section and go to Qualifications
Click + Add
Select the qualification type and enter the date it takes effect from
Click Save

If you know a staff member's qualification type will change in the future, you can schedule this by adding a second qualification type with a future start date. Previous qualification types are kept and shown under Archived for reference.

Where Qualification Types Are Visible

Once assigned, qualification types appear in two places:

In the staff schedule, each staff member's qualification type is shown alongside their shift. Hover over the abbreviation to see the full qualification name and whether it counts towards ratio calculations

In the room overview, qualification types are visible alongside staff, giving you a live view of the qualifications present in each room throughout the day.

Managing and Deleting Qualification Types

To view, edit, or delete your qualification types, go to Settings → Staff → Qualifications. You can reorder types using the Reorder button, edit existing ones, or delete types you no longer need.

💡 Deleting a qualification type removes it from all staff profiles automatically

If you only want to remove a qualification type from one staff member, go to their profile, click About → Qualifications, click the ••• next to the qualification, and select Edit. From here, click the bin icon to remove the qualification from this staff member.

Staff Credentials

As well as qualification types, you can store individual credentials on staff profiles, such as certificates, first aid training, DBS checks, or any other credentials relevant to your setting. These are stored on the staff profile for your records and do not appear in the schedule or room overview.

Setting up credential templates

Many common credentials are already available in Famly, such as First Aid Training, DBS Check, and Safeguarding Training. You can edit these or add your own. When editing or creating a credential, you can choose whether it:

Includes an expiry date
Includes a certificate number
Includes levels, with custom level names if needed

Creating a custom credential

If a credential isn't in the default list, you can add your own:

Go to Settings → Staff → Staff qualifications
Find the Credentials section
Click on + Add and fill in the title and relevant details
Click Save

Deleting a credential template

To delete a credential you no longer need:

Click on the credential in the list
Select the pen icon
Click on the bin icon to remove it

💡 You cannot delete a qualification that is currently linked to a staff member, whether their profile is active or withdrawn

Adding Credentials to a Staff Profile

Once a credential has been set up, you can add it to individual staff profiles:

Go to the staff member's profile and scroll down to the About section
Click Add credential in the Credentials section
Select the credential and fill in the relevant details
Upload supporting evidence such as a certificate if needed
Click Confirm

Expiry Dates

If the credential you select includes an expiry date, you can add it into the form for reference.

💡 Staff members will not receive a notification when a qualification is due to expire

Staff Credentials and Qualifications