--- language: "en" --- # Welcome to the Skills Base Knowledge Base This is your dedicated resource for mastering Skills Base. Whether you are launching a new skills initiative, maintaining your organization's data, or building a custom integration, this knowledge base provides the step-by-step guidance you need to succeed. Use the search bar above or browse the categories below to find the answers you need. ![Skills Base Knoledge Base.png](https://help.skills-base.com/__attachments/a_78bb66ec575f484578c1302d4df8eb2d649eb1a0965229648c96a8c41feb18e8/Skills%20Base%20Knoledge%20Base.png?cb=0a23bbe6fe27cc4f5e3fd0ea2abbbe1a) ## Quick Start Guides *Tailored learning paths designed to help you succeed based on your specific role within the platform.* * [**🔗 Administrators**](https://help.skills-base.com/kb/getting-started/onboarding-guide-for-administrators.md)**:** A comprehensive guide to configuring the platform from scratch. Learn how to design your skills taxonomy, import users, and configure global settings to ensure your skills strategy is built on a solid foundation ("Getting it set up right"). * **🔗 Employees (coming soon):** Simple instructions on how to access your profile, complete assigned assessments, and navigate your dashboard. This section helps individual contributors take ownership of their skills profile. * **🔗 Managers (coming soon):** Tools and workflows for team leaders. Learn how to validate staff assessments, track team proficiency levels, and identify skill gaps within your direct reports. ## Feature Documentation *Detailed references for every core component of the Skills Base platform.* * [**🔗 Data Directories**](https://help.skills-base.com/kb/data-entities.md)**:** Learn how to structure and centralize your organizational data. This section covers the management of hierarchies, teams, locations, and the tagging systems that keep your data organized. * [**🔗 Assessment \& Proficiency**](https://help.skills-base.com/kb/assessments.md)**:** The heart of the platform. Find detailed explanations of how to configure rating scales, set up assessment cycles, and define what proficiency looks like for your organization. * [**🔗 Reporting \& Analysis**](https://help.skills-base.com/kb/reporting-analysis.md)**:** Turn raw data into actionable insights. Discover how to generate dashboards, visualize skill gaps, and export reports to support strategic workforce planning. * [**🔗 Settings**](https://help.skills-base.com/kb/settings.md)**:** Tailor the platform to your specific requirements. This includes branding customization, notification preferences, and general system configuration. * [**🔗 Security \& Permissions**](https://help.skills-base.com/kb/configuring-permissions.md)**:** Ensure data integrity and safety. This section explains how to manage user roles, define granular access levels, and control data visibility across the organization. ## Technical \& Developer Resources *Advanced documentation for IT teams and developers looking to extend the platform.* * [**🔗 SSO Configuration**](https://help.skills-base.com/kb/technical-integrations/single-sign-on-sso.md)**:** Step-by-step guides for setting up Single Sign-On using SAML or OIDC, ensuring a seamless and secure login experience for your workforce. * [**🔗 APIs \& Integrations**](https://help.skills-base.com/kb/technical-integrations/rest-api.md)**:** Technical documentation for the Skills Base API. Access endpoint references, authentication methods, and examples to help you connect Skills Base with your HRIS, LMS, or other internal systems. ## Legal \& Compliance *Essential documentation regarding your agreement and data standards.* * [**🔗 Legal Hub**](https://help.skills-base.com/kb/legal-trust-hub.md)**:** A high-level overview of our Terms of Service, Privacy Policy, and compliance standards, providing transparency on how we protect your data and govern platform usage. --- language: "en" --- # Artificial Intelligence (AI) * [Skills Base Insights](https://help.skills-base.com/kb/artificial-intelligence-ai/skills-base-insights.md) * [Ask Sam](https://help.skills-base.com/kb/artificial-intelligence-ai/sam-your-ai-powered-assistant.md) * [AI Security FAQ](https://help.skills-base.com/kb/artificial-intelligence-ai/ai-security-faq.md) --- language: "en" --- # AI Security FAQ ## **What AI functionality exists within Skills Base?** Skills Base includes AI-powered capabilities such as **Sam** (natural language assistant) and **Skills Base Insights**(AI-driven skills insights engine). These tools help users: * Explore and understand Skills Base features * Generate insights from workforce skills data * Analyse trends, risks and opportunities * Query data using natural language * Surface strategic insights aligned to business objectives AI in Skills Base is designed to enhance decision-making, not replace structured assessment methodology or human judgement. ## **Can I control what data users can access via AI?** Yes. AI functionality in Skills Base strictly enforces existing Security Group privileges. Users can only access data and functionality that they are already authorized to view within the platform. AI tools: * Do not bypass permissions * Do not elevate user privileges * Respect row-level and role-based access controls * Only return data the requesting user is authorised to see AI operates entirely within your instance's established security model. ## **Do all users have access to AI features?** Core AI support capabilities (e.g., Customer Support Agent) may be available broadly. However, advanced AI functionality such as deep skills analytics, business objective alignment, and natural-language data interrogation is available only to customers licensed for the AI Module. Access is controlled at the Security Group level. ## **Is our organization's data shared with third parties (beyond AWS)?** No. AI processing occurs within the same secure cloud infrastructure and hosting region as your Skills Base instance. Customer data is not shared with third parties. Where third-party AI services are used as sub-processors: * Data remains within Skills Base's controlled cloud environment * Data is not shared with model providers * Data is not used for model training * Data is processed transiently and securely Skills Base maintains contractual and technical safeguards with all sub-processors. ## **Is our data used to train AI models?** No. Customer data: * Is never used to train models * Is never incorporated into global AI model weights * Is not used to improve models for other customers AI models analyze data in-session only to generate responses for the requesting user. ## **Where is AI processing performed?** AI processing occurs within your Skills Base hosting region (e.g., AWS region aligned to your instance). Skills Base: * Does not move customer data outside the selected hosting region * Aligns infrastructure with data residency commitments * Uses enterprise-grade cloud environments ## **Is our AI data stored or retained?** * AI conversations are logged within your instance for audit and quality purposes. * Logs are retained in accordance with Skills Base data retention policies. * AI model providers do not have access to customer prompts or responses for training. Customers retain control of their instance data in line with the MSA and DPA. ## **How is AI output quality monitored?** * AI interactions are logged for quality assurance and system improvement purposes. * Skills Base staff may review logs in accordance with access controls and internal policies. * Models are tested across multiple scenarios before release. * Feedback mechanisms allow customers to report issues. While safeguards are implemented to mitigate inappropriate or inaccurate responses, AI output is not guaranteed to be error-free. ## **Is AI output guaranteed to be accurate?** No. AI-generated content: * May contain inaccuracies * May require human verification * Should not be relied upon as the sole basis for critical decisions AI is designed as a decision-support tool. ## **Can AI assess or measure employee skills directly?** No. Skills measurement in Skills Base follows a structured methodology designed to ensure fairness, repeatability and usability. AI: * Analyses skills data * Surfaces insights * Identifies patterns and risks But it does not replace formal assessment workflows. ## **How is AI tested before release?** Skills Base uses: * Separate development, staging and production environments * Structured test plans * Scenario-based validation * Security and permissions testing * Regression testing across AI capabilities AI features undergo controlled rollout and monitoring. ## **How does Skills Base protect data during AI processing?** Skills Base applies enterprise-grade security controls, including: * Encryption in transit (TLS 1.2+) * Encryption at rest * Role-based access controls * Principle of least privilege * Secure API communication * Infrastructure security aligned to ISO 27001 controls * Monitoring and logging AI services operate within this same security framework. ## **How does Skills Base comply with global AI and privacy regulations?** Skills Base operates in alignment with applicable data protection and AI-related laws, including (where applicable): * GDPR and UK GDPR * Australian Privacy Act * Other relevant international data protection frameworks Skills Base ensures: * Data remains within the customer's hosting region * AI processing respects contractual Data Processing Agreements * Customer data is not used for model training * Appropriate sub-processor agreements are in place * Technical and organizational measures protect personal data ## **Can customers disable AI features?** Yes. Most AI features and can be enabled or disabled at the instance or Security Group level. ## **Does AI make automated employment decisions?** No. AI within Skills Base: * Provides insights and recommendations * Does not make autonomous employment decisions * Does not automatically change skills records * Does not initiate workflow actions without user input Human review and control remain central. ## **What types of output can AI generate?** AI may generate: * Natural language explanations * Skills analytics summaries * Risk indicators * Objective-aligned insights * Structured data queries executed within the app * Tabular and dashboard-rendered outputs All outputs are subject to user permissions. ## **How can inappropriate or unsafe AI responses be reported?** Customers can report issues via Skills Base Support. AI interactions are logged to support investigation and continuous improvement. --- language: "en" --- # Sam - Your AI-powered assistant *Feature availability: Customer Support Agent - All licenses, Data Analyst - AI Module required\** *Article applies to: Administrators* Sam is an AI-powered assistant that provides two broad capabilities: 1. A **Customer Support Agent** capability that can answer your questions about features and functionality of the Skills Base tool and methodology. 2. A **Data Analyst** capability that can answer questions about your organization's skills data ## Customer Support Agent capability ![image-20260219-123834.png](https://help.skills-base.com/__attachments/a_a5dd559389de5882bbb3c6dd786c66420889be071cccc65c846b8d066e58ff61/image-20260219-123834.png?cb=95ec94c9fbc3415663b2eb99d73a62b9) Sam's Customer Support Agent capability is always available to all Skills Base users. Sam is trained on this knowledge base, as well as the Skills Base methodology. The Reponses Sam provides depend on whether the person they are chatting with is a Skills Base Administrator or not. Skills Base Administrators are provided information about configuring Skills Base, as well as other administrative subjects. If Sam can't answer an Administrator's question they will refer the person to our human Customer Support team. Sam will also answer questions from people who are not Administrators in Skills Base, but will generally not discuss subjects involving configuration or setup of Skills Base. Anytime Sam is unable to answer a non-administrator's question they will generally refer the person to the Skills Base Administrators within their organization. ## Data Analyst capability Ask Sam Data Analyst capability is a powerful AI-driven data analyst that can delve deep into your skills data to generate tailored reports and actionable insights. Sam has a level of data-query capability more advanced than other reporting in Skills Base via access to Skills Base's Skill Query feature, and so can be used to reveal complex and detailed insights based on your instructions. The **preview version** of Ask Sam Data Analyst is available to **any customer that does not have access to Skills Base Insights**: * Allows users to click insight questions on dashboards and receive a response from Sam Data Analyst * Does not allow users to ask follow up or free-form questions The **full version** of Ask Sam Data Analyst is available to **customers that have the AI Module**: * Allows users to chat with Sam Data Analyst and ask any free-form questions * Allows users to ask follow-up questions ![image-20260219-123845.png](https://help.skills-base.com/__attachments/a_2ca761f09ba02dbd528616a9d58639f9a3660f81efb4d48a76d60be4dcbeb4c7/image-20260219-123845.png?cb=e88e31707b49294352b1682917a46f84) ## Free-form questions Customer with access to the full version of Sam Data Analyst can use the "Ask Sam" feature to ask free-form questions about any data within Skills Base. This gives customers maximum flexibility to retrieve the specific insights they need for any type of skills-related query: ![image-20260219-123908.png](https://help.skills-base.com/__attachments/a_d23f2b2f67c986a679df846bd42549871093d277c98b9dbe91a934b01f4e8dc7/image-20260219-123908.png?cb=6a865f55627bb8c751d94e977a1c07a3) ## Insights gadgets For customers that don't have access to Sam Data Analyst or Insights, Skills Base provides pre-defined insight questions on select dashboards to inspire exploration of Sam Data Analyst, and to highlight commonly valuable insights: ![image-20260219-123920.png](https://help.skills-base.com/__attachments/a_681a632e354d780c08417cb428f2457a1ff48c1aa321414f6084ef2e45772082/image-20260219-123920.png?cb=41f65df830d78c7d6411e3b2b78880d8) ## Permissions Customers with access to the full version of Sam Data Analyst can grant or revoke access via the \[Ask Sam \> Data Queries\] Security Group privilege. Additionally, people that are granted the \[Reporting \> Skill Query\] Security Group privilege are able to review and/or edit the query that Sam generated by clicking the "Review the query" link that appears after the results. Note that reviewing and/or editing the query requires knowledge of Skills Base's Skill Query language. For customers that don't have access to the full version of Sam Data Analyst or Skills Base Insights, Insight Gadgets are initially granted to Administrators only - regardless of license type. Administrators can grant other users access to Insights Gadgets by granting the \[Ask Sam \> Insight question gadgets\] Security Group privilege. --- language: "en" --- # Skills Base Insights *Feature availability: AI Module add-on required* *Article applies to: People granted access to Skills Base Insights* *This is a how-to article. For a broader overview of Skills Base Insights see:* Skills Base Insights is a sophisticated AI-powered skills intelligence feature that learns your business objectives and delivers skill insights that directly help you solve business problems. You provide information about your business, teams, roles, etc, and a team of trained AI analysts get to work finding skill insights in your existing Skills Base data that directly go towards achieving your business objectives. The AI analysts include: * Learning \& Development assistant * Recruitment advisor * Resource optimization assistant * Risk intelligence assistant * Skills \& Capability advisor * Skills Assessment advisor * Skills Directory advisor * Workforce planning assistant These agents work together to find and prioritize the insights that matter to your business. ## How to access The Insights feature is part of the AI Module - a separate module that can be added-on to any Skills Base license. There is an additional fee for the AI Module, in part due to the costs associated with underlying AI infrastructure. Please speak with our sales team for a free trial and to discuss licensing requirements. Once licensed, Insights will be automatically enabled and can be seen in the \[Administration \> Modules\] page of Skills Base. Access to view insights and to set and view context is configured on a per-Security Group basis. If Security Groups have the prerequisite privileges granted, Insights privileges will be granted by default to those Security Groups. Administrators can modify (grant or revoke) access to Insights via the following Security Group privileges: * \[Organization / Role / Location / Team / People / Self \> **View \> Insights**\] - Grants access to view the Insights tab to view, save and unsave insights * \[Organization / Role / Location / Team / People / Self \> **View \> Context**\] - Grants access to the "Context" tab to view entity context (goals, objectives, etc) * \[Organization / Role / Location / Team / People / Self \> **Set Context**\] - Grants permission to add and delete context ## Where Insights appears in Skills Base Insights appears on dashboards within Skills Base. Specifically, the following dashboards support Insights: * Organization Dashboard * Team Dashboard * Role Dashboard * Location Dashboard * Person Dashboard As such, insights can be generated for all of the above entities. ## How to generate insights To generate insights, Skills Base requires some context. This includes information about the entity (organization, team, role, location or person) for the dashboard that is being viewed. The Insights feature includes a Context Assistant that you chat with and which will guide you and collect relevant information. To begin, click "Get started" in the "Insights" gadget on the Summary tab of the desired dashboard, and start chatting. Once your chat session is complete Skills Base will get to work in the background generating insights. If insights have never been generated for the entity previously you should receive insights in about 15 minutes. ## Viewing insights Once insights are generated for an entity, people visiting the entity's dashboard will land on the Insights tab by default, and will immediately see insights. Insights are presented in the left pane in priority order, as determined by Skills Base AI analysts, with the highest priority insight at the top. ### The Insights Feed Insights that appear in the "Feed" tab are the latest insights. These update constantly in response to data and context changes. If you see an insight in the feed that you like, save it, because it might disappear when the feed updates. Everyone with access to the dashboard sees the same insights in the feed. ### Saved insights Insights that you save will appear in this list. Save an insight by clicking the "Save Insight" button when viewing an insight. Insights you save will be saved for everyone that can view the dashboard. That is, it is a shared saved list. ### Insight pane The right pane shows the insight currently selected in the left pane. It shows: * Insight gadget: * The AI analyst that generated the insight * The date the insight was generated * The insight type * Number of context sources * The insight title * The insight description * Visualizations gadgets: * Includes tables, graphs and charts depicting underlying data that contributed to the insight * Stats gadgets: * People in this insight * Teams in this insight * Roles in this insight * Locations in this insight * Skills in this insight ## How insights are updated The insights feed is updated in response to data and context changes. If the context (business objectives, etc) changes, regeneration of insights will be scheduled to occur within 24 hours. If the underlying data changes (skills, skill levels, targets, etc), regeneration of insights will be scheduled to occur within 7 days. Saved insights are never updated. This is to allow customers to retain those insights as they were originally generated, for the purposes of reliably tracking actions and outcomes. --- language: "en" --- # Assessments Assessments are used to rate the skill and interest levels of people within your organization. ## Assessment types There are three types of assessment: ### Self assessment People can assess their own *skill level* and/or *interest level* (depending on how you have configured the system) for each of the skills assigned to them. The self assessments feature is optional. If you use it, each employee will need to be able to log in to the system in order to undertake assessments. For information about enabling people to log see [**Adding people and enabling them to log in**](https://help.skills-base.com/kb/data-entities/people/adding-people.md). ### Supervisor assessment Supervisors can assess employee *skill levels* and/or *interest level* (depending on how you have configured the system). The supervisor assessment feature is also optional. For more information about how this assessment is used throughout the system see [**How skill and interest levels are presented**](https://help.skills-base.com/kb/reporting-analysis/calculation-methods/how-skill-and-interest-levels-are-presented.md). For information about how to configure supervisors see [**Configuring Supervisors**](https://help.skills-base.com/kb/configuring-permissions/configuring-supervisors.md). ### Target assessment Target assessments are used to set target skill levels for all skills assigned to a given entity. This is a convenient way to ensure that all of the assigned skills have targets, which may be inherited by people. Target assessments are only able to be performed by people that you grant access. ## Assessment Experiences Skills Base currently offers two different visual designs ("experiences") for assessments - "Classic" and "New". The Classic assessment experience offers utility through the use of radio buttons and a more condensed layout, whereas the New assessment experience improves on visual and UX design to offer an enhanced experience for users. Administrators can select the default experience for users via \[Administration \> Settings \> Assessments \> Default experience\]: ![image-20260219-124156.png](https://help.skills-base.com/__attachments/a_40e89bd16de04ad497ce5db9b07ff6d890daa0c989f59655a4ec28968147c073/image-20260219-124156.png?cb=1e8255dad03d5431550f798f8b26cec1) Regardless of this setting, users can switch between the two experiences at their discretion, via the available links. In Classic the link appears as a banner: ![image-20260219-124211.png](https://help.skills-base.com/__attachments/a_b01b4d5df4fda9628329b97858e9fe46c2d536815f1711fcfe583134e831b190/image-20260219-124211.png?cb=07a0448d7d95d94d986d7c4eb7ac1569) In New, the link appears in the side menu: ![image-20260219-124222.png](https://help.skills-base.com/__attachments/a_145f2bc57f42a05f4d0d1cbad58eba2e3acfe52167d6cf43bc9747930543af15/image-20260219-124222.png?cb=1da2cd0013ae02d9f9c2e65b7d1abe22) ## Custom Targets Skills Base enables you to set a custom target for any skill a person has, permanently overriding any target inherited from their role or team. This feature is particularly useful when you want to have a mix of standardized skill targets and personalized targets for specific individuals. To allow people to set their own custom targets, the security group(s) for the selected personnel will need to be updated. Administrators can grant people access to set their own custom targets via \[Self\>Edit\>Targets\] privilege and set targets for other people via \[People\>Edit\>Targets\]. ![image-20260219-124240.png](https://help.skills-base.com/__attachments/a_b5926ceac28350a89afb761ab6dd9ff1d818fe761ef6e83c536165d4b3c10cd5/image-20260219-124240.png?cb=0ffb01a68600305f6d40ed277df3736e) This approach allows you to have a flexible and tailored competency target configuration than can adapt to the unique needs of everyone in your organization. For more information about setting Competency targets see [Competency Targets](https://help.skills-base.com/kb/assessments/competency-targets.md). ## Updating Assessment Data / Skill ratings Updates to assessment data are usually accomplished by re-taking the assessment. This provides people with an opportunity to review previous ratings and adjust or update any that may have changed since the last assessment. Updating assessment ratings frequently is an important step in ensuring that data remains current and accurate. For circumstances where you don't want to complete an entire assessment just to update a few assessment ratings, Skills Base contains a feature that provides the ability to update individual ratings outside of an assessment. Administrators can grant any person access to this feature via Security Group permissions. Grant \[Self \> Edit \> Ratings\] to allow people to edit their own self-assessment ratings, and/or \[People \> Edit \> Ratings\] to allow supervisors to edit supervisor ratings of people they supervise. Both skill and interest levels can be edited using this method. Note: 1. Ratings can only be edited, not created. Therefore, an assessment of the skill must have been completed prior to editing a rating. 2. A person can only edit assessment ratings that they would ordinarily be able to set during an assessment. So, for example even an administrator cannot edit someone else's self-assessment ratings since it's not possible for an administrator to conduct a self-assessment on behalf of someone else. To edit a rating, click the "Skills" tab on the person's summary page and the click the rating you wish to edit: ![image-20260219-124311.png](https://help.skills-base.com/__attachments/a_de4b3aa4f307a011b3df2b3319f14aaa8383508d8d3537425fae36d313a400d8/image-20260219-124311.png?cb=edde51f95d5707b06c79d9c6fd678caa) ## Closing in-progress assessments Skills Base allows Administrators the ability to close supervisor assessments (only) that are in-progress. This may be required in a case where the supervisor has started an assessment, has not completed it, and for any reason is unable to complete it. A Skills Base Administrator within your organization is able to close the supervisor assessment as follows: 1. Navigate to the summary page of the person who is being assessed (ie: the assessee) 2. Click the "Assessments" tab 3. In the "Supervisor assessment" section you should see "Status: In progress by \[name\]" followed by a "Close" button. 4. Click the "Close" button. 5. Review the details and click "Close assessment" A new supervisor assessment can now be started. Note that self-assessments cannot be closed by Administrators. The only way to close a self-assessment is to have the candidate complete the assessment. --- language: "en" --- # Assessment Settings This page acts as the control center for your assessment methodology. It allows you to configure how users rate themselves, how often they do it, and what data is captured during the process. ## **Configuration Options:** * [**Rating Scheme**](https://help.skills-base.com/kb/assessments/assessment-settings/rating-scheme.md)**:** Define the scale used for scoring skills (e.g., 1-5, Beginner to Expert). * [**Interest Levels**](https://help.skills-base.com/kb/assessments/assessment-settings/interest-levels.md)**:** Toggle the tracking of employee interest/desire to learn specific skills, independent of their current capability. * [**Reset Ratings**](https://help.skills-base.com/kb/assessments/assessment-settings/reset-ratings.md)**:** Tools to clear existing data, useful for system resets or new cycles. * [**Enabling \& Disabling Assessment Types**](https://help.skills-base.com/kb/assessments/assessment-settings/enabling-disabling-assessment-types.md)**:** Control which assessment modes are active (e.g., Self-Assessment, Supervisor Assessment). * [**Assessment Comments**](https://help.skills-base.com/kb/assessments/assessment-settings/assessment-comments.md)**:** Enable or disable the ability for users to add qualitative context to their ratings. * [**Assessment Intervals**](https://help.skills-base.com/kb/assessments/assessment-settings/assessment-intervals.md)**:** Set the frequency for recurring assessment cycles (as detailed previously). * [**Assessment Calibration**](https://help.skills-base.com/kb/assessments/assessment-settings/assessment-calibration.md)**:** Configure rules for how conflicting ratings (e.g., Self vs. Supervisor) are resolved. * [**Fixed Assessment Due Dates**](https://help.skills-base.com/kb/assessments/assessment-settings/fixed-assessment-due-dates.md)**:** Establish specific calendar deadlines for completion across the organization, rather than rolling intervals. --- language: "en" --- # Assessment Calibration *Feature availability: All licenses* *Article applies to: All users* The Assessment Calibration advanced feature allows customers the ability to switch off skills within the skills assessment on a person-by-person basis, thereby reducing the size of the assessment. Skills that are switched off will not appear in assessments for that person, and those skills will instead be auto-completed in the background. If the skill has been assessed in the past, it will be auto-completed using the previous rating. If it hasn't been assessed in the past, the skill will continue to have no rating. The Assessment Calibration feature can only be enabled by Skills Base staff upon request from a Skills Base Administrator. ## Enabling the Assessment Calibration feature To use the feature, select a person from the People directory. In the upper right corner of the person's dashboard, click on the Action button. You will see a selection entry named Assessment calibration. Select that and you will be prompted to select the kills you want the person to be assessed on. The previous skills and their assessment ratings will remain in place but only the skills you select will be presented in a new assessment: ![image-20260219-125249.png](https://help.skills-base.com/__attachments/a_ce608e1531457ce6d42c3a6b6bfdc1780d8960f332a9b25327f04803dd74bf18/image-20260219-125249.png?cb=d4f4375d9781d35c60a83b5b0816d0f2) Select the skills that are to be included in the next self-assessment by the person. ![image-20260219-125257.png](https://help.skills-base.com/__attachments/a_14bbf73664cc444da64f9d62c59c101dba60f15f54d8579e3b8235428b936e5c/image-20260219-125257.png?cb=3b479dd7d90d26b0f8896c5ea0f50884) --- language: "en" --- # Assessment Comments If enabled,(see: [Settings](https://help.skills-base.com/kb/settings.md)) self and supervisor comments can be left on each skill category or an overall comment at the end of an assessment. Self-assessment comments will be visible in a supervisor assessment, and supervisor assessments will be visible in a self-assessment. ## Category comments ![image-20260219-125111.png](https://help.skills-base.com/__attachments/a_cd91031e4fdfcb8349cb23ba6206b8d2df75cf7f800ec7147fca9fca84d9180d/image-20260219-125111.png?cb=e160c25bca663254a62f73c0a9bbe361) ### Overall comments: ![image-20260219-125118.png](https://help.skills-base.com/__attachments/a_b26e287c0a39f238dac2c61e11032a79f73c6761774efe18b3e016105e4bea73/image-20260219-125118.png?cb=e62f98104a5bad066da1a884cf145a26) ## View Assessment Comments There are a number of ways to view assessment comments: ### Skills tab From an individual persons Skills tab, a comment icon will be visible against any skill categories that have a comment against them. Hover over a comment icon to see a condensed view of the comments. ![image-20260219-125134.png](https://help.skills-base.com/__attachments/a_eab61c83cab308d1e616f8107f560e87236c77d779243d71577dbdecd9a13324/image-20260219-125134.png?cb=afad671199c2a473ff84f46017ca9552) You can click on an icon to view the Details tab which will display the full Self and Supervisor comments ![image-20260219-125144.png](https://help.skills-base.com/__attachments/a_8484b16f61870199f90afd44669c9f97d764f04e0a1294053c296677ec7076fd/image-20260219-125144.png?cb=38032f62ae27803eca0b346b57dc505c) ### Assessments tab The last overall assessment comments are visible in the Self assessment and Supervisor assessment boxes at the top of the dashboard. Historical overall comments are also visible in the table of assessments at the bottom of the dashboard. ![image-20260219-125152.png](https://help.skills-base.com/__attachments/a_12f6db0f7cbaeec962fe1ba96b0f346e820548199e5b9e88937b28e2bd70a521/image-20260219-125152.png?cb=cf930e5d35830bc8baac3185b8c25fdb) ### Assessments export On the Assessments tab, you can see a list of assessments that have been completed. Against each assessment a "Download" icon is visible. Comments that have been left in a skill category will be visible in the PDF export. ![image-20260219-125202.png](https://help.skills-base.com/__attachments/a_f124554df53215e92df088d46ca216385ef2dd56688146a01fc5b049f49ab837/image-20260219-125202.png?cb=2da53bf71f0638a193f40db806af5112) ### Reports Report Builder - Assessment Data (ratings as rows) can have comments fields enabled ![image-20260219-125211.png](https://help.skills-base.com/__attachments/a_e8f239fa134038f8fc65cf6056dbc7e02e4c3618b5655565feac1ed3cd515c37/image-20260219-125211.png?cb=a0e28016383021c0a140d18aef63d77b) This will show the category comments against each line that is applicable in the export ![image-20260219-125223.png](https://help.skills-base.com/__attachments/a_8fcaecde223a821f8103ee0d6f2b501cb7976a393ce6741cfc1bfaf1aa465776/image-20260219-125223.png?cb=b838cb8445d6c83ca9374741cf076741) --- language: "en" --- # Assessment Intervals This setting determines the validity period of a completed assessment. It establishes the rhythm for your continuous assessment cycle. This is ultimately to support: * **Overdue Tracking:** Automatically flags assessments as "overdue" once the selected time has elapsed since the last completion. * **Next Due Calculation:** Calculates and displays the "Next Due" date on user dashboards. * **Notifications:** Triggers automated prompts to users when combined with the **"Email reminder"** setting, ensuring they know when it is time to re-assess. ## **Available Intervals** You can set the frequency to every: * 1 month * 2 months * 3 months * 4 months * 6 months * 9 months * 12 months * 24 months ## **Where to change?** You can change the assessment intervals by going to **Administration \> Settings \> Assessments \> Assessment Interval.** --- language: "en" --- # Elimination of Calculation Methods Skills Base historically supported two different methods for calculating average skill and interest levels: 1. The "Strict average" calculation method factored zeros into averages, so that the average of 4 and 0 is calculated as 2. 2. The "Relevant skills" calculation method ignored zeros in averages, so that the average of 4 and 0 is calculated as 4. The "Elimination of Calculation Methods" change includes 3 parts: 1. Removal of "Calculation Method" options, so that all Skills Base instances conform to the "Strict average" calculation approach. 2. Addition of an "N/A" rating option, in addition to the existing zero rating in the Master Rating Scheme configuration. 3. Conversion of zeros to N/A for any customer that is currently using zeros to represent N/A. ## Removal of "Calculation Method" options The ability to choose between the two calculation methods of "Strict average" and "Relevant skills" has been removed. All Skills Base instances will be set to use the rules of the "Strict average" calculation method, which means that any zero ratings will always be factored into averages. The removal of this option simplifies calculations across the system since it removes the need to apply special handling rules around zero ratings. This will make it easier for customers to both deconstruct Skills Base calculations, and to calculate averages in external files and systems when required. ## Addition of an "N/A" rating option In order to retain the ability to rate a skill but have that rating ignored in average calculations, we have added an "N/A" rating option that can be enabled in the Master Rating Scheme, which represents "Not applicable" or "No value". This rating is in addition to the existing zero rating, so customers can elect to have one, both, or neither of these ratings enabled. When the N/A rating is enabled, if a person rates skill or interest level at N/A, this will not be factored into average calculations, such that ratings of N/A and 4 will average out to 4. Therefore, N/A behaves the same as if there was no rating provided. When the zero rating is enabled, if a person rates skill or interest level at zero, this will be factored into average calculations, such that ratings of 0 and 4 will average out to 2. ## Conversion of zeros to N/A (Only affects a subset of customers) In order to avoid what would be significant effects to average skill and interest levels across all entities in Skills Base (eg: people, skills, roles, teams, etc), we will automatically convert zeros to N/A for any customer that is currently using zeros to represent N/A. These customers have zero rating(s) enabled in conjunction with the "Relevant skills" Calculation Method. Customers in this position will receive advance communications before the change is implemented, to allow them to prepare and fully understand the change. These customers can elect to retain the zero ratings and to not have them converted to N/A (by contacting our support team), however choosing this option will result in potentially significant effects to skill and/or interest levels across all entities in the system. For example, where the average of 4 and 0 was being calculated as 4, if zeros are retained after the change goes live that average will immediately change to 2. The following screenshots illustrate how the conversion of zeros to N/A affects specific parts of Skills Base: --- language: "en" --- # Enabling \& Disabling Assessment Types The ability to turn assessment type on or off for an individual or group of individuals is controlled through the Security Groups "Assessments" privileges. Separate privileges control whether the Security Group is "Subject to" or can "View" each assessment type. ## Assessment types Please see our [Assessments](https://help.skills-base.com/kb/assessments.md) article for more information relating to each Assessment type. ![image-20260219-124946.png](https://help.skills-base.com/__attachments/a_a25a3e7431dcd104785be6d7f105323b4c8e802900a9f45af8d7c51b237fd509/image-20260219-124946.png?cb=95063e474eb7af3aa895d1051e0aec5f) ### Subject to The "Subject to" option defines the types of assessments that will be conducted on the people within that Security Group #### Self-assessments When turned on (checked) - people assigned to this Security Group will be able to complete self-assessments and will have email reminders sent on their appropriate due date(s) When turned off (unchecked)- people assigned to this Security Group will not have the ability to complete their own skills assessment and email reminders will be disabled. The "Complete Assessment" #### Supervisor assessments When turned on (checked) - individuals within this Security Group will be subject to a supervisor's assessment When turned off (unchecked) - people assigned to this Security Group will not have supervisor assessments done for them The People Directory and Assess people tables will also be updated to show the status of the assessment types depending on the "Subject to" privileges for each Security Group. If an assessment type is turned off for a particular Security Group, the corresponding assessment column will show "(Not applicable) ![image-20260219-124955.png](https://help.skills-base.com/__attachments/a_b11940bdb85825c7cc5ca17bed551704fef0ffdccf70ba2c1e6663af3148fa27/image-20260219-124955.png?cb=e3f739cd1a9f3d5acc99d1852d334268) ### View The "View" option defines the assessment types that the Security Group will be able to view. #### Self assessments When turned on (checked) - people assigned this Security Group will be able to view self-assessments for themselves if their scope for Self is enabled. ![image-20260219-125011.png](https://help.skills-base.com/__attachments/a_25433bed79518d3f96b1306fdddf0bb444940934059bacb83c324670b7e0282a/image-20260219-125011.png?cb=e5afa776b9d852f92ad8587ce3feca88) They can also potentially view assessment for other people (where they have People-\>View privileges granted in their Security Group). ![image-20260219-125019.png](https://help.skills-base.com/__attachments/a_ec36132d298e04c3d9c9d2a5ed33a44bfe4c8ffc6924b3aafa787d0ba943afbc/image-20260219-125019.png?cb=f68dec70196edc925b240118791dbcfc) When turned off (unchecked) - people will not be able to view self-assessments for themselves or other people #### Supervisor assessments When turned on (checked) - people assigned this Security Group will be able to view supervisor assessments for themselves. They can also potentially view supervisor assessments for other people (where they have People -\> View privileges granted in their Security Group). When turned off (unchecked)- people will not have the ability to view their supervisor's assessments. If one assessment type is turned off, people assigned the Security Group will no longer be able to view Average ratings, with all reports and dashboards being limited to the Assessment type they are still allowed to view. --- language: "en" --- # Fixed assessment due dates Certain Skills Base licenses allow customers to define fixed assessment dates on a per-team (including sub-teams) basis, which override the default rolling assessment due date system that is defined for the entire organization via Admin \> Settings \> Assessments \> Assessment Interval. Multiple dates can be defined for each assessment type, so that customers can define specific fixed times of the year when assessments should be completed. Due dates inherit through the team hierarchy, however once a date is set for a child team it will override any and all dates set by any of its parent. ## Administering dates To view due dates for a team, either right click the team in the Teams Directory or click the "Actions" drop down menu on the team's dashboard and select "Assessment due dates". From the Assessment Due Dates screen you are able to view, edit and delete due dates that are set for the team. If no due dates are currently defined for the team, the team will inherit dates from it parents, or the system. A message will be shows describing which dates currently apply and from where they are being inherited from. You can add a new due date for the team by clicking "Add a due date". Once at least one due date is defined for the team, it will stop inheriting due dates from any source, and the due dates defined will be inherited by all of the team's sub-teams (unless any of them define their own due dates). ## Rules applied when setting dates Skills Base will apply three rules in calculating due dates for people: * When setting fixed assessment dates for a team (at the time the date is applied) * When moving teams * When moving people between teams * After completing an assessment ### **Rule 1: Last completion date** If there was a previous assessment completed, Skills Base checks when that last assessment was completed and then bases the next due date on that. So say for example on 1st June 2020 a team was configured with a self-assessment due date of 1st July, and a person in that team (or one of its sub-teams) had last completed a self-assessment on 1st May 2019. The person's next self-assessment will be calculated to have been due on 1st July 2019, showing them as overdue by 11 months. ### **Rule 2: Assessment never completed** Where an assessment has never been completed by a person, Skills Base uses the persons account creation date instead. Continuing the above example, if the person's account was created on 1st June 2019 and they did not complete any self-assessments since their as account was created, Skills Base will calculate their self-assessment due date as 1st July 2019, showing them as overdue by 11 months. ### **Rule 3: Assessment already completed within 7 days of the due date** **(ie: "Fixed assessment date completion buffer")** Any assessment completed within 7 days prior to a due date will satisfy that due date. If an assessment is completed more than 7 days before a due date it will not satisfy the due date and the assessment will become due again on the due date. This 7 day period is known as the "Fixed assessment date completion buffer". The intention is to allow people the ability to complete assessments early, before the due date, without being prompted again on the due date. Note that the default buffer (7 days) can be changed by the Skills Base Support Team (by customer request) to any number of days. For example if the buffer was changed to 30 days, an assessment completed up to 30 days prior to the due date will satisfy the due date. --- language: "en" --- # Interest Levels Interest levels are a measure of how interested a person is in a given skill. You can configure how interest levels are used within the system (via Admin -\> Settings). There are three options: ## **Option 1: Interest levels assessable in self assessments only (default setting)** This is the default setting. Supervisors will not be able to assess interest levels of other people, and only the people themselves will be able to assess their interest level in skills. This setting is recommended if you would like to rely on people's own opinion of their interest is a given skill. ## **Option 2: Interest levels assessable by supervisors, as well as self assessments** Use this option if you would like supervisors to be able to rate a person's interest in skills. This setting can be used when you would like to give supervisors input into interest level ratings in the system. ## **Option 3: No interest levels** This setting will switch off interest ratings and the system will only track skill levels. --- language: "en" --- # Rating Scheme *Feature availability: All licenses, except Free* *Article applies to: Administrators only* The Master Rating Scheme is where you can choose the scale, labels and descriptions for your instance's skill and interest ratings. Skills Base uses a numerical rating scheme for assessing skill and interest levels. By default, a 1 to 5 rating scheme is set, however you can change this in \[Admin \> Rating Scheme\]. Skills Base allows from a two level (eg: 1 to 2, or 0 to 1) up to an eleven level (0 to 10) rating scheme for both skill and interest level (which can be configured independently). To add a rating, click "Add row". Likewise, to remove a rating click "Remove row". You can also customize the rating labels and descriptions. Rating labels are displayed during skill assessments as well as other parts of Skills Base. An example of possible skill and interest ratings can be found below ![image-20260219-124759.png](https://help.skills-base.com/__attachments/a_64947909d3be8b1e2250d653701d5ce1c46d4c962951cec491d07283c5d5d49c/image-20260219-124759.png?cb=b31a74d1ecb265b9674ad0b34f042ff0) ## The N/A and zero ratings In addition to the 1-10 scale options, Skills Base provides two further ratings that can be enabled independently: * The **N/A rating**allows people to effectively decline to rate a skill. It is useful to enable the N/A rating when you are more liberally assigning skills to people and some of those skills are not relevant to the person. N/A allows assessors the ability to flag the skill as "Not applicable". N/A is equivalent to no rating and as such does not have effect on average calculations throughout the system. For example, if a person self-assesses a skill at level 2, and their supervisor assesses it as N/A, the average will be 2. * The **zero rating**allows people to rate skill and/or interest levels at level zero. This should be used to indicate "No skill" or "No interest" in a given skill. Zeros are always factored into average calculations, so a rating of zero will bring down the average skill or interest level. For example, if a person self-assesses a skill at level 2, and their supervisor assesses it at level 0, the average will be 1, calculated as 2 + 0 = 2 / 2 = 1 ## Data conversion If you change the levels of the rating scheme when data already exists in the system, Skills Base will inform you that a data conversion is required. Data conversion physically changes the responses that were given in assessments to make them conform to the new scheme. For example, if you originally had a 1-5 rating scheme and you changed that to a 1-4, wherever a response of "5" was given in an assessment it will be converted into a corresponding value in your new rating scheme (for example "4"). The exact mapping between the old scheme and the new one is specified by you, and you will be prompted to provide this before the data conversion has completed. ## Precision loss when reducing the rating range If you reduce the rating range, for example if you change from a 1 to 5 rating scheme to a 1 to 4 rating scheme, Skills Base will warn you about "precision loss". Precision loss means that there will be no way to distinguish between two or more specific ratings provided under the old scheme once the data conversion is executed. For example, consider the following data conversion mapping for a 1-5 to 1-4 rating scheme conversion: |----------------|-----|----------------| | **Old scheme** | | **New scheme** | | 1 | -\> | 1 | | 2 | -\> | 2 | | 3 | -\> | 3 | | 4 | -\> | 4 | | 5 | -\> | 4 | As you can see above, all ratings of 5 will be converted to 4. The loss of precision comes from the fact that after the conversion has completed it will be no longer be possible to know whether a person rated themselves 4 or 5 under the old scheme. All that can be known after the conversion is that it is now a 4. Precision loss is mainly an issue if you decide to go back to your old scheme after the data conversion had completed (in the above example going back to a 1-5 scheme). So consider carefully before converting your data and extract an export of your data in case it needs to be referenced in the future before proceeding as data conversions are not reversible! ## Rating Label Overrides You can override the labels and descriptions that you define in the master rating scheme on a per-category basis. That is, if you have a skill category that needs to have a different or specific set of labels and descriptions in order to give better meaning to the numeric rating scale in the context of the specific skill category, you can define unique labels and descriptions that will apply only to that specific skill category. To add a rating label override, simple right click on the skill category in the Skills Directory and select "Edit rating label overrides" ![image-20260219-124811.png](https://help.skills-base.com/__attachments/a_173212a48cb637ea336673c7cf5b2500ec52b001e612665e64126e1ce10165e7/image-20260219-124811.png?cb=1f17248dfd89366acc171cefd93523b2) --- language: "en" --- # Reset Ratings Administrators can choose to discard a person's assessment data via the "Reset ratings" feature. This feature causes the selected assessment type (self/supervisor) to be no longer used in any reports or dashboards. The data is retained in history but it will appear as though the person never completed an assessment of the given type. ## Steps 1. Visit a person's dashboard 2. From the "Actions" menu select "Reset ratings" 3. ![image-20260219-124844.png](https://help.skills-base.com/__attachments/a_6f34c1510ec64d68314b0904241534f4ad4991d85a4069d54c959014fd3ec49b/image-20260219-124844.png?cb=ec7970d93848df62a6a7409a009b0642) Select the desired assessment type(s) 4. ![image-20260219-124853.png](https://help.skills-base.com/__attachments/a_a81c423a52767a7476e95f6391da66b9c5ad3c21622976bec56ab9726bf751d6/image-20260219-124853.png?cb=17e50890e88cd92a6d6e3862a5eeae9a) Click "Proceed". Assessment ratings for the selected assessment type will now be discarded: 4. ![image-20260219-124905.png](https://help.skills-base.com/__attachments/a_170ae8abcac68c632c4b2114e02a4de6b040ee22b56b6d6dec1032e6fef4edfd/image-20260219-124905.png?cb=6a4ae72c7d7cf791ae0ced17f19c4bd4) --- language: "en" --- # Competency Targets The Competency Targets feature allows organizations the ability to set expected skills and associated skill levels for a Team or Role within Skills Base, and to track a Team, Role or Person's progress towards achieving full competency. We've designed Competency Targets to be very easy to use. Whether your organization is just starting out with Skills Base, or you have been using Skills Base for several years, you can take advantage of Competency Targets in just two easy steps, with the Skills Base software taking care of the rest. ## The two-step process for setting Competency Targets 1. **Step 1: Assign skills to the entity** The first step in setting competency targets for a Team or Role is to ensure that the entity has skills assigned to it. You can assign skills to an entity by editing the entity's record. For example, to assign skills to a Team, edit the Team and select the skill categories to assign. For more information about assigning skills to entities, see the Skill sets article. ![image-20251209-231418.png](https://help.skills-base.com/__attachments/a_08956fba441ced6438ce20367e7a2c00a9d7ac9f03d0909ed226a4ad34ed7cd2/image-20251209-231418.png?cb=5575961c36acc5780e44d46a83ea79f0) 2. **Step 2: Set the targets** Once an entity has skills assigned to it you can set targets by completing a Competency Target assessment. To do this: Open the entity's dashboard Click the "Targets" tab and click "Set targets now", ![image-20251209-232349.png](https://help.skills-base.com/__attachments/a_3c604dcaed0433bab103da9b6c232a48dff6cbae53c905f7deb5126bf3269deb/image-20251209-232349.png?cb=9f6117d4870b68e6f5dc9b4f7fe450c8) or click the "Actions" menu and click "Set targets" ![image-20251209-232512.png](https://help.skills-base.com/__attachments/a_8c767d0406916161a3b297cb0ee50005379a5999fcac717139778bd1814dde8a/image-20251209-232512.png?cb=2d5e2188850a9bffa218df0b40ab071e) Follow the prompts to complete the Competency Target assessment ## Tracking progress towards full competency Once a Competency Target assessment has been completed, Skills Base will take care of the rest and show and track the entity's progress towards achieving full competency. A "Competency level" indicator will be added to the "At a Glance" gadget on the entity's dashboard, and a "Competency" tab will also be added which displays detailed tracking of competency at the individual skill level. ![image-20251209-113729.png](https://help.skills-base.com/__attachments/a_568f8ab63a1c413e9795d18213f4dba162b232ca6596691805b517f772f58032/image-20251209-113729.png?cb=943d35dd683022cfdcb87e9ac151daf6) You can also dig deeper into the competency levels and targets relating to individual skills via the [Competency Chart](https://help.skills-base.com/kb/reporting-analysis/competency-chart.md). ![Skills Base screenshot showing the competency graph on a person's dashboard](https://help.skills-base.com/__attachments/a_a5bda56d1cfb04c2d5362a3f1dd6b05d03fb0eeb3821488d9666215446c95097/image-20251209-113613.png?cb=f0393599004f9c54440117f24bbbd46f) Skills Base will also track an individual's progress towards achieving full competency if: * The individual is a direct member of a Team, or they hold a Role, that has competency targets set, and * The individual has been configured to inherit their skill set from that Team or Role For Enterprise customers - the Competency Analysis report provides an in depth view of targets and skill ratings across Teams, Roles and Locations. ## Granting permissions It may be necessary to grant the required privileges to respective Security Groups in your organization before employees will be able to view Competency Target information. Check the following privileges in Admin \> Security Groups: * People \> View \> Competency * Teams \> View \> Competency * Roles \> View \> Competency * Self \> View \> Competency You can also verify granted permissions by Temporarily assuming a different Security Group. --- language: "en" --- # Cancel / Close Target Assessment Skills Base allows Administrators to close/cancel target assessments that are in progress. This may be required in a case where an Administrator started setting targets and for any reason is either unable to complete it or chooses to discard the target settings. A Skills Base Administrator within your organization is able to cancel/close the target assessment as follows: 1. Navigate to the appropriate page associated to where targets are being established. This will depend on whether targets are being set at the role, team or custom level. 2. Click on the Targets tab at the top of the dashboard 3. ![image-20260219-124659.png](https://help.skills-base.com/__attachments/a_519fdddebf7508e08e9bf53a84998770650724e7c9de551a70cc1d4136a0c01d/image-20260219-124659.png?cb=e9e8ca3031d97645711b681fb7659813) Click on the red Cancel button on the status line 4. ![image-20260219-124708.png](https://help.skills-base.com/__attachments/a_8543621b456766102d10fc3f08560d7ab62b097954f57e21b93e97a7d79a489e/image-20260219-124708.png?cb=36aa61226b1c466bbeed14802b8da077) Click on the red Cancel assessment button on the confirmation screen where prompted 'Are you sure you want to cancel the following assessment?' ![image-20260219-124717.png](https://help.skills-base.com/__attachments/a_a5bda98381bed8845f33f92b98513460035e5c324b34527f8da561b974c9d5cc/image-20260219-124717.png?cb=79d10c9d5cd128c3135e3b606a1ba226) ![image-20260219-124728.png](https://help.skills-base.com/__attachments/a_862f2d5e656209e10330e264322fb35edcd9dd651f53da50eba07517db99b099/image-20260219-124728.png?cb=9d3007bca3b9ca47c7d5051b5405d625) --- language: "en" --- # Individual Competency Targets If required, Individual Competency Targets can be enabled on request on a Skills Base instance with the appropriate Skills Base license. Please contact your Account Manager or submit a request to our [Technical Support](https://www.skills-base.com/technical-support) team to confirm if you are eligible for this feature. ## Edit Target Source When enabled, you can edit individual people (or use the [Bulk Edit](https://help.skills-base.com/kb/data-entities/people/people-bulk-edit.md) function) to switch the "Target Source" for an individual person from "Skill Set" to "Custom" ![image-20260219-124441.png](https://help.skills-base.com/__attachments/a_fad0ceb81cf6ef20854ae51e6907e69e235d181c025983e25222a14c5dd1571e/image-20260219-124441.png?cb=b1a27bbee67111fac3c0b61e48cccaa2) You will then be given the option to Copy any Skill Targets that have been previously set on the individual person's skill set (either Team or Role) - this may save some time for managers/supervisors. ![image-20260219-124454.png](https://help.skills-base.com/__attachments/a_ba59a6e64aafaea6d14c34574ebff3a40400598be2449083a3a17fc308eaa71d/image-20260219-124454.png?cb=a4451bda84b1c56895c684d75978ad74) ## Individual Target Assessment When an individuals Target Source is changed to Custom, a "Targets" tab will be visible on their dashboard. Clicking on the tab will show any previous Target assessments that have been completed and also allow a Target assessment to be completed for the individual person - the same as is done for a Team or Role (see [Competency Targets](https://help.skills-base.com/kb/assessments/competency-targets.md) for more information). If Targets have been copied from the Skill Set, these will be visible in the Target assessment and can be adjusted accordingly. ![image-20260219-124513.png](https://help.skills-base.com/__attachments/a_4304d2182b1bb14cae1889979daa94026116c612a0a6c6e1dd27d1d4feee41ae/image-20260219-124513.png?cb=f6ba0c66ec6530e45c8625d8caee4c65) Once Targets have been set (either by copying the Targets from the skill set or completing a Target assessment for an individual), individual Competency Targets can be modified individually through the Skills tab on the persons dashboard. Simply click the edit icon next to the skill Target to be changed. ![image-20260219-124524.png](https://help.skills-base.com/__attachments/a_435424e0e69e22255da076ec9c86234d1b46fcd8584f380476598efe8176aaaf/image-20260219-124524.png?cb=7bada528593e0385719ff8eb186f4251) A pop-up with radio buttons will be displayed to allow the Target to be changed. ![image-20260219-124532.png](https://help.skills-base.com/__attachments/a_9be4fb42e99bb5a17090d82fc27d9792f0e517dbd8334248b49d826a624fc65a/image-20260219-124532.png?cb=58bea44a59d92de3327756f9e4492f47) You can then press the "Refresh" button to update all competency calculations based on changes that have been made. ![image-20260219-124543.png](https://help.skills-base.com/__attachments/a_98df4915f20f1724632d4d26c65c3c16e07f2549383055f1d851a1e5afa3b51f/image-20260219-124543.png?cb=86d08ced6376d694fd072568e4845ae3) ## Security Group Settings The ability to change the Target Source and Set Competency Targets is controlled through the Security Group settings: "People-\>Edit-\>Target Source" and "People-\>Set Competency Targets" which has scope for "Everyone" or "Team members". ![image-20260219-124552.png](https://help.skills-base.com/__attachments/a_b7b913270b05e52276d7475b07fba5bc3ef737bbb063176742f78f64564b5e42/image-20260219-124552.png?cb=224b66bc2cf77d13d411ace7a8194288) --- language: "en" --- # Reset Targets Administrators can discard targets that have been set for an entity. Entities that can have targets reset are role, team or person. This feature causes the selected targets to be deleted. They will revert back to unset. They will no longer appear in any reports or dashboards. ## Steps 1. Navigate to the entity's dashboard (Role, People, Team). In this example we are using the role of General Manager: 2. ![image-20260219-124621.png](https://help.skills-base.com/__attachments/a_46fb65aa7752b5d7c513bbcb18119cb51fa0db85603f186226ac37bb11f26e24/image-20260219-124621.png?cb=4c484a160f31f4868b23cf5b72519dc2) Click on the Actions button in the upper right corner. A drop-down list will appear: ![image-20260219-124611.png](https://help.skills-base.com/__attachments/a_0a9a6406b817572c2eea80553cf5a277a302b8c5da036183133beaad522a5cba/image-20260219-124611.png?cb=b7f64fc7b3b6007edb14c96ea673d2ad) Click on Reset targets and click Proceed to confirm the reset to be performed: ![image-20260219-124631.png](https://help.skills-base.com/__attachments/a_1d931ed96b8418725414ce830218be874945e02722071d055b460157108c76b8/image-20260219-124631.png?cb=357b3a80d0bbad26f9779ebde886bf58) --- language: "en" --- # Keeping Skill Ratings up to date To keep skill ratings current, Skills Base provides two methods that users can choose between: 1. [**Assessment**](https://help.skills-base.com/kb/assessments.md)-- A guided, step-by-step process used when entering skill ratings for the first time or when a more in-depth reassessment is needed. This is required if no ratings exist. Assessments are recorded in the "Assessments" tab for tracking purposes. 2. [**Quick Review**](https://help.skills-base.com/kb/assessments/quick-review.md) -- A faster option found in the "Skills" tab. You can update any ratings directly on the screen, then click "Quick Review" to confirm and update the next review date. Both methods keep skill data up to date, but only assessments are logged in the "Assessments" tab. This distinction helps the organization track when a full assessment was conducted versus a routine review. Use assessments to establish or reassess skills, and use "Quick Review" to confirm or adjust existing ratings during regular review periods. --- language: "en" --- # Quick Review *Feature availability: All licenses* *Article applies to: All users* Quick Review is an alternative to a full skills assessment, and is designed to speed up re-assessment when a person has already been assessed in the past and there have been minimal or no changes since. Using the Quick Review feature can decrease the effort involved in reassessment of both self and supervisor assessments by displaying all skills on screen at once, and allowing in-place edits (where required). A Quick Review is considered the same as a full skills assessment when it comes to satisfying assessment due dates. That is, if an assessment is due today for example, completing a Quick Review will bump the assessment due date in the same way that completing a full assessment does. ## Quick Review for self-assessments Quick Review helps you complete re-assessment of your skills faster by allowing you to review and update skills in one screen within your "Skills" tab. If the skills assigned to you by your organization have not substantially changed since your last self-assessment, upon beginning a new assessment you will be presented with two options: ![image-20260219-124333.png](https://help.skills-base.com/__attachments/a_9be9d3a2f6399e2a402070e79803c229c98b113f29b3a01674ced80bb99e0c04/image-20260219-124333.png?cb=a2775d0fdd904f21ce7604d7d73092b6) Selecting "Quick Review" (highlighted in green outline above) will take you to the "Skills" tab on your personal dashboard, and present a short 3 step tutorial which explains how to complete a Quick Review: ![image-20260219-124345.png](https://help.skills-base.com/__attachments/a_263a01359a6806e74ae2121d98a5110d26351c7c924e5fd2bb82fba6aef11726/image-20260219-124345.png?cb=285fefba4ed1b2d85e76500005ca7a89) Follow the steps provided in the tutorial to complete the Quick Review and your self-assessment will be marked as up-to-date, with the next due date being bumped to the next period (as defined by your organization). ## Quick Review for Supervisor assessments Quick Review helps you complete re-assessment of your staff faster by allowing you to review and update skills in one screen within their "Skills" tab. If the skills assigned to a person have not substantially changed since they were last assessed by a supervisor, upon beginning a new assessment you will be presented with two options: ![image-20260219-124357.png](https://help.skills-base.com/__attachments/a_5dcf1515d4ad187a9b1b7ede1baf33acfc5fcb7e94d0fff8a8ace273dbff1364/image-20260219-124357.png?cb=ef605581acd3b4526aec99061a9291bd) Selecting "Quick Review" (highlighted in green outline above) will take you to the "Skills" tab of the person's dashboard, and present a short 3 step tutorial which explains how to complete a Quick Review. Follow the steps provided in the tutorial to complete the Quick Review and the person's supervisor assessment will be marked as up-to-date, with the next due date being bumped to the next period (as defined by your organization). --- language: "en" --- # Quick Review (Administrator article) *Feature availability: All licenses* *Article applies to: Administrators* ## Overview Quick Review is an alternative to a full skills assessment, and is designed to speed up re-assessment when a person has already been assessed in the past and there have been minimal-to-no changes since. Using the Quick Review feature can decrease the effort involved in reassessment of both self and seupervisor assessments by displaying all skills on screen at once, and allowing in-place edits (where required). A Quick Review is considered the same as a full skills assessment when it comes to satisfying assessment due dates. That is, if an assessment is due today for example, completing a Quick Review will bump the assessment due date in the same way that completing a full assessment does. ## Enabling Quick Review The Quick Review feature itself is enabled by default, however Administrators may need to grant the neccessary privileges to Security Groups in order for people to be able to access it. For information about how to grant Security Group privileges in general, see: ### Granting Quick Review for self-assessments To enable Quick Review for self-assesments for a given Security Group, grant \[Self \> Edit \> Ratings\] and \[Self \> Quick Review\]: ![https://attachment.freshservice.com/inline/attachment?token=eyJ0eXAiOiJKV1QiLCJhbGciOiJIUzI1NiJ9.eyJpZCI6MTExMjQxMDM0NjksImRvbWFpbiI6ImVkdWNyb3dkLmZyZXNoc2VydmljZS5jb20iLCJ0eXBlIjoxfQ.26zr_s0yJNc4d1iMw5ioHeMyn-AwqX9b6S8_jbRWL_k](https://attachment.freshservice.com/inline/attachment?token=eyJ0eXAiOiJKV1QiLCJhbGciOiJIUzI1NiJ9.eyJpZCI6MTExMjQxMDM0NjksImRvbWFpbiI6ImVkdWNyb3dkLmZyZXNoc2VydmljZS5jb20iLCJ0eXBlIjoxfQ.26zr_s0yJNc4d1iMw5ioHeMyn-AwqX9b6S8_jbRWL_k) ### Granting Quick Review for Supervisor assessments To enable Quick Review for Supervisor assesments for a given Security Group, grant \[People \> Assess \> Quick Review\] and \[People \> Edit \> Ratings\]: ![https://attachment.freshservice.com/inline/attachment?token=eyJ0eXAiOiJKV1QiLCJhbGciOiJIUzI1NiJ9.eyJpZCI6MTExMjQxMDM0NzIsImRvbWFpbiI6ImVkdWNyb3dkLmZyZXNoc2VydmljZS5jb20iLCJ0eXBlIjoxfQ.pZCCc1c86zuocaBp8O7oyDyvTifd251IjSJoTWPbxTw](https://attachment.freshservice.com/inline/attachment?token=eyJ0eXAiOiJKV1QiLCJhbGciOiJIUzI1NiJ9.eyJpZCI6MTExMjQxMDM0NzIsImRvbWFpbiI6ImVkdWNyb3dkLmZyZXNoc2VydmljZS5jb20iLCJ0eXBlIjoxfQ.pZCCc1c86zuocaBp8O7oyDyvTifd251IjSJoTWPbxTw) --- language: "en" --- # Why Showing Self-Assessment Ratings to Supervisors Improves Data Quality Showing supervisors the employee's self-assessment during a supervisor assessment improves data quality and reliability because it introduces an additional reference point into the evaluation process, reducing blind spots, ambiguity, and rating inconsistency. Key benefits include: * **Promotes evidence-based review** The supervisor can compare their perception against how the employee perceives their own capability, prompting closer examination where there is significant variance rather than relying solely on instinct or memory. * **Reduces accidental rating errors** Supervisors may not have complete visibility into all aspects of an employee's work. Self-assessments can surface work, experience, or confidence levels the supervisor was previously unaware of. * **Improves calibration consistency** Self-assessment visibility helps normalize interpretation of rating scales across the organization. Large mismatches become visible and can be consciously validated rather than remaining hidden inconsistencies. * **Creates a structured validation mechanism** Agreement between self and supervisor ratings increases confidence in the accuracy of the data. Disagreement identifies areas requiring discussion, clarification, or further evidence. * **Encourages more thoughtful assessments** When supervisors can see employee input, assessments are more likely to become deliberate comparative evaluations rather than rapid independent scoring exercises. * **Surfaces confidence and perception gaps** Differences between self-perception and supervisor perception are themselves valuable workforce insights, helping identify overconfidence, underconfidence, communication gaps, or hidden capability. * **Reduces recency and visibility bias** Employees often include broader context across projects and responsibilities that may not be immediately top-of-mind for supervisors, improving completeness of the assessment. * **Improves employee trust in the process** Employees are more likely to perceive the process as collaborative and fair when their own assessment is visibly considered rather than ignored, increasing engagement and assessment quality over time. * **Supports higher quality development conversations** Assessment discussions become anchored around explicit differences and alignment, producing more actionable development outcomes and cleaner downstream data. Importantly, showing self-assessment ratings does not remove supervisor authority. The supervisor still makes the final determination, but with additional contextual information that increases the likelihood of an accurate and well-calibrated result. --- language: "en" --- # Configuring Permissions Permissions in Skills Base are controlled via a combination of Security Group Privileges and (optionally) Team membership. ## Security Groups [Security Groups](https://help.skills-base.com/kb/configuring-permissions/security-groups.md) define the privileges that a person is granted. These privileges include the ability to view, edit and delete different record types, and the ability to access parts of the system. Anyone that can log in to Skills Base must be assigned a Security Group, and a person can only have one Security Group at any one time. ## Granting a person access to a team that they are not a member of The easiest and recommended way to grant people access to a team is to simply make them a member of that team. To do this you can either drag people into the desired team via the Team Directory Tree view, or you can edit the person's record and set the desired team in their "Team" field. If a person requires access to multiple teams, the easiest way to achieve that is to simply make them a member of a parent team that includes the desired teams as sub teams. However, sometimes it is not desirable to make a person a member of a parent team, or to have certain teams under the same parent team (one reason could be reporting requirements). In that case, Skills Base provides the ability to grant specific people access to specific teams. That way a person's privileges will apply not only to the team that they are a member of, but also specific discreet teams that you grant them access to. To do this: * Edit the team you wish to grant the person access to * In the "Additional people granted access" section click "Add a person" * Click "Add" button in the list corresponding to the person you wish to grant access * Save the team. ## Explore more configuration controls * [Security Groups](https://help.skills-base.com/kb/configuring-permissions/security-groups.md) * [Configuring Supervisors](https://help.skills-base.com/kb/configuring-permissions/configuring-supervisors.md) * [Temporarily Assuming a Different Security Group](https://help.skills-base.com/kb/configuring-permissions/temporarily-assuming-a-different-security-group.md) * [Auditing Permissions](https://help.skills-base.com/kb/configuring-permissions/auditing-permissions.md) * [Editing your Own Security Group](https://help.skills-base.com/kb/configuring-permissions/editing-your-own-security-group.md) --- language: "en" --- # Auditing Permissions *Feature availability: All licenses, except Free* *Article applies to: Administrators* Permissions can be audited in four ways: 1. By editing a Security Group and reviewing the granted privileges 2. By [**Temporarily assuming a different Security Group**](https://help.skills-base.com/kb/configuring-permissions/temporarily-assuming-a-different-security-group.md) 3. By running the [**"Permissions Audit" report**](https://help.skills-base.com/kb/reporting-analysis/permissions-audit.md)(Reporting -\> Reports -\> Permissions Audit) for teams. This will show a list of all teams in the system along with all of the people that have permissions relating to them. 4. By running the [**"Permissions Audit" report**](https://help.skills-base.com/kb/reporting-analysis/permissions-audit.md) (Reporting -\> Reports -\> Permissions Audit) for a specific person. This will show the privileges a person has in relation to each team in the system. --- language: "en" --- # Configuring Supervisors *Feature availability: All licenses, except Free* *Article applies to: Administrators* A Supervisor in Skills Base is a person that has been assigned a [**Security Group**](https://help.skills-base.com/kb/configuring-permissions/security-groups.md) which has been granted the **People \> Assess** privilege. The **People \> Assess** privilege additionally allows a scope to be defined. * If the scope is set to Everyone, anyone assigned the Security Group will be able to conduct supervisor assessments on any person in the organization. * If the scope is set to Team members, exactly who the Supervisor can assess is controlled by team configuration and membership. For more information about how this works, [**please refer to this article**](https://help.skills-base.com/kb/configuring-permissions.md). ![image-20260219-221641.png](https://help.skills-base.com/__attachments/a_b62b30c2ef89460f660c693d2930c9adaadb16afecd2561755621186b146911e/image-20260219-221641.png?cb=5cca11433295ed003bb141bc5bc8e7ae) --- language: "en" --- # Editing your Own Security Group You can only change your own Security Group to one with less privileges. That is, you can't elevate your own privileges in the system. If you change your own Security Group via the "Edit Person" or "Bulk edit People" pages to one with lower privileges, you will not be able to change it back yourself. To go back to your original Security Group again you will need to speak with another person within your organization that has the necessary privileges to elevate your Security Group. If you are currently the only administrator you will not be able to lower your own Security Group as there must be at least one Administrator in the system. --- language: "en" --- # Security Groups *Feature availability: All licenses, except Free* *Article applies to: Administrators* Security Groups determine what each person can see and do in Skills Base by defining their permissions across the system. These permissions control the ability to view, edit, delete, and interact with different types of records and features. Every user who can sign in must be assigned to exactly **one** Security Group, and this assignment governs their access level and capabilities. Skills Base includes a set of default Security Groups to help you get started, but administrators can customise these or create new groups tailored to your organisation's needs. ## Default Security Groups Skills Base comes out-of-the-box with the following pre-defined Security Groups for convenience: 1. **Administrator** - Members of this group will have unrestricted access to all features, data and privileges across your instance. 2. **Supervisor**- This group is pre-configured to provide members access to conduct supervisor assessments of teams of people for which they are a Team member, as well as some additional privileges for those team(s). 3. **General Staff** - This group has been pre-configured to allow members to view all data in the system without the ability to make changes. All Security Groups allow self-assessments to be undertaken. ## Modifying Security Groups Administrators have the ability to not only edit the pre-defined Security Groups, but to also create new ones. There is no limit to the number of Security Groups you can have, although the fewer there are the less overhead there will be in managing them. Note that the "Administrator" Security Group permanently has full access and cannot be edited or deleted. To add or edit a Security Group, you must be a member of the "Administrator" Security Group. ## Editing a Security Group 1. Click the "Admin -\> Security Groups" menu item 2. Click the "Edit" button corresponding to the desired Security Group 3. Make the required changes and click "Save" ## Creating a new Security Group 1. Click the "Admin -\> Security Groups" menu item 2. Click the "Add a new Security Group" button 3. Provide a name, and optionally a description 4. Set the desired privileges 5. Click "Save" ## Copying an existing Security Group 1. Click the "Admin -\> Security Groups" menu item 2. Click the downward facing arrow next to the "Edit" button on the corresponding Security Group that you would like to copy 3. Click "Copy" 4. Update the name, and optionally the description --- language: "en" --- # Temporarily Assuming a Different Security Group *Feature availability: All licenses, except Free* *Article applies to: Administrators* Administrators can temporarily assume a different Security Group in order to view the system as the selected Security Group. This is useful when configuring permissions. ## **Prerequisites** You must be an Administrator to access this feature. ## **Assuming a different Security Group** To assume a different Security Group, click your name at the top right of the page and select "Security Group" followed by your desired selection. ![image-20260219-221726.png](https://help.skills-base.com/__attachments/a_f842c89c7a013e75d0d30650dec313638b1787e57b44cdf2cb8bc7cf0d591a30/image-20260219-221726.png?cb=8cb36c82a4f02e7952cdad441277f618) This menu remains available regardless of the Security Group you assume so you will always be able to access this menu in order to return to your "Administrator" Security Group. --- language: "en" --- # Data Entities * [People](https://help.skills-base.com/kb/data-entities/people.md) * [Skills](https://help.skills-base.com/kb/data-entities/skills.md) * [Roles](https://help.skills-base.com/kb/data-entities/roles.md) * [Teams](https://help.skills-base.com/kb/data-entities/teams.md) * [Locations](https://help.skills-base.com/kb/data-entities/locations.md) * [Qualifications](https://help.skills-base.com/kb/data-entities/qualifications.md) * [Interventions](https://help.skills-base.com/kb/data-entities/interventions.md) * [Attachments](https://help.skills-base.com/kb/data-entities/attachments.md) --- language: "en" --- # Attachments Attachments can be added to a number of entities within Skills Base and can also be linked to Custom Field assignments (See [Custom Fields](https://help.skills-base.com/kb/settings/custom-fields.md) to learn more about setting up Custom Fields in your Skills Base instance). ## **File Formats** A number of different file formats are accepted for upload. * Image files * Microsoft Office files * Open Office files * Apple productivity files (.pages, .numbers, .keynote) * PDF * Text files * Rich text * Outlook email messages ## Adding Attachments to Entities ### **People** Adding an attachment to a Person can be done through the "Attachments" dashboard menu item for the individual. Simply click the "Add an attachment" button ![image-20260219-123552.png](https://help.skills-base.com/__attachments/a_1d7814fd490b51d7241e92c8033479058d8e0daf562d7e7f157c78e96d6775b9/image-20260219-123552.png?cb=2412746b80e38715ac87fd69f7031898) Then select the "Choose File" button to select the file from your device to upload. You can also add a Description to the attachment to identify it later. ![image-20260219-123600.png](https://help.skills-base.com/__attachments/a_583570f5690baf29813327e76eee26f0ace431006e4c92d1fdfafa2205712132/image-20260219-123600.png?cb=0aaf5fbf8ee1534785997695519400aa) ### **Roles** Adding an attachment to a Role can be done through the "Attachments" dashboard menu item for the individual. Simply click the "Add an attachment" button ![image-20260219-123612.png](https://help.skills-base.com/__attachments/a_3e5471219afc3ae219abe1d58ec61a640d31d158ecb8310ba185fa59074680b8/image-20260219-123612.png?cb=025165ec3f47105cb09f612046022843) Then select the "Choose File" button to select the file from your device to upload. You can also add a Description to the attachment to identify it later. ![image-20260219-123621.png](https://help.skills-base.com/__attachments/a_e98ee3cdc0c653b7abc9adeb98fb35bda1d8f6e2621f2143b5cfd00393431b31/image-20260219-123621.png?cb=8be7452694f9d3dfc247357920e7bc53) ### **Custom Fields** The Attachment Custom Field type can be added to: * People * Qualification Assignment * Role Assignment * Skill See [Custom Fields](https://help.skills-base.com/kb/settings/custom-fields.md) to learn more about creating Custom Fields After creating a Custom Field, you will be able to assign the related attachment by adding a new item, or editing an existing item. The "Attachment" field will be visible, allowing the user to assign an attachment that has been previously uploaded (for People, Role Assignment or Qualification Assignment) or upload a new attachment. ![image-20260219-123639.png](https://help.skills-base.com/__attachments/a_9f8f9539eec0705cc93f3780d44f7e901940ba6e688a07218a4001ac943ac111/image-20260219-123639.png?cb=3066e056986d0613dfb4629719deeefb) ## **Administrators** Administrators will have access to the "Attachments" dashboard under the "Admin" menu item. This will allow them to view/review all attachments linked to all entities within their Skills Base instance ![image-20260219-123652.png](https://help.skills-base.com/__attachments/a_86206f8cc9cd349a8fa571532beddacc28ad293bd82077b0559491a46e50df6d/image-20260219-123652.png?cb=4ed06ad9150b86538be4a553f7d30208) --- language: "en" --- # Interventions As an additional module available to customers, the Training Module allows your organization to map training content from an external Learning Management System or any other online source to skills and skill levels in Skills Base. Training will be suggested to users based on their current skill level and targets, to help them progress their abilities and further their skills growth. ## Create Courses \& Skill Mappings Add a course in Skills Base with a URL link to the relevant training module. Map the Course to a skill and rating level. See [Create Courses \& Skill Mappings](https://help.skills-base.com/kb/data-entities/interventions/course-mapping.md) for more information ## Complete Training Based on the users skill rating and competency target assignment, training courses will be recommended for skills that have courses mapped to them. See [Complete Training](https://help.skills-base.com/kb/data-entities/interventions/complete-training.md) for more information. ## Manually add courses to a person's Training list Based on the users skill rating and competency target assignment, training courses will be recommended for skills that have courses mapped to them. Additionally, people and supervisors can be given access to manually add additional training courses that aren't automatically recommended to them by Skills Base. See [Manually adding courses to a Training list](https://help.skills-base.com/kb/data-entities/interventions/manually-adding-courses-to-a-training-list.md) for more information. ## Reporting For users granted with the "Reporting-\>View-\>Training Analysis" Security Group privilege, they will be able to view training course and skill level mapped over time. See [Training Reporting](https://help.skills-base.com/kb/reporting-analysis/training-analysis.md) for more information ## Training Settings Users will be recommended training at different priorities depending on their skill level and any competency targets the user has. * High Priority - courses that are between a person's current skill level and their targets * Medium Priority - courses that are above any targets that are set, or if no targets are set -above a person's skill level * Low Priority - below a a persons current skill level The Training settings options allow Administrators to turn off the different recommended training priorities. Note - this will remove the recommendations from all users in their training tab. ![image-20260219-114123.png](https://help.skills-base.com/__attachments/a_a38f8fdb33d13d63be8a9bb5fd3670ea139fe7a5ef4cabfc60832dd2c677d911/image-20260219-114123.png?cb=8d17f2bc3bec3d33c078e10fe31e5cb5) ## Security Group settings ### Courses * List: Ability for the Security Group to see the list of Training Courses * Directory: Ability for the Security Group to see the "Courses directory" menu item * View: Ability for the Security Group to click and view the dashboards for Courses * Modify: Ability for the Security Group to change the details of Courses ![image-20260219-114150.png](https://help.skills-base.com/__attachments/a_6ab96efec5d6a05f82d1e17f12dd4bc2b0048a00a01ebf121a91ae032337cf35/image-20260219-114150.png?cb=d6aea00c10126e5dd238c2afd5b778d1) ### Course Mappings * List: Ability for the Security Group to see the list of mapped courses * Directory: Ability for the Security Group to see the "Course Mappings" menu idem * Modify: Ability for the Security Group to change the details of mapped courses ![image-20260219-114216.png](https://help.skills-base.com/__attachments/a_78613f482e9b15507690328269e81c9f5a01f78ddfca50452468836fd81917d2/image-20260219-114216.png?cb=5125e7fd2ca07fc954a6d8b85a0464eb) People-\>View-\>Training Ability for the Security Group to see the Training tab of other People. ![image-20260219-114238.png](https://help.skills-base.com/__attachments/a_ed985441333b5555fc0d759fd4ab40d220b45b9fd0d991d96221c5b451aa7784/image-20260219-114238.png?cb=38c80771ff16a33a01859cebb0e02195) People-\>Edit-\>Training Ability for the Security Group to manually add Training courses to another person. ![image-20260219-114309.png](https://help.skills-base.com/__attachments/a_3cfbf3aede099aa0e4a2b914fa4ab425449168c916d66ea19f0dc842c9fe3aa2/image-20260219-114309.png?cb=6eb1b3efe2eea652f34498edb8b85a43) Reporting-\>View-\>Training Analysis Ability for the Security Group to run the Training Analysis report. ![image-20260219-114338.png](https://help.skills-base.com/__attachments/a_a8478b2983c098cef9233f7f356aa4e32fceb39396773430d98607df0511789e/image-20260219-114338.png?cb=1691e5c9fd5e712417f84337fe989c8d) Self-\>View-\>Training Ability for the Security Group to see their own Training tab on their dashboard. ![image-20260219-114359.png](https://help.skills-base.com/__attachments/a_a835acdd5bfd19e8805f8f08bd572819279f1470f33ff4e9ac579e775badf55f/image-20260219-114359.png?cb=0a13ab28efd61a4379f8ecd11ad9df3f) Self-\>Edit-\>Training Ability for the Security Group to manually add training courses to their list. ![image-20260219-114416.png](https://help.skills-base.com/__attachments/a_1df990de190883ff77406e271c2ee966edbacd59e5c49b04bd67bd5cd2ab10b8/image-20260219-114416.png?cb=fc29519897b278cc92130fdbac465fb9) --- language: "en" --- # Complete Training Based on their Skill Level and any Skill targets set, users will be suggested training for courses that are mapped. To complete training, users can go to the Training tab on their dashboard and click the Start Course button ![image-20260219-123340.png](https://help.skills-base.com/__attachments/a_97bf6f9a9b7231ccd339cedf32767f5b20937edbbff8f14a9b3615454ab025b1/image-20260219-123340.png?cb=77071300aade82bdbd3cc205532bd646) Users will then be directed to open the course website - a new tab will open in their browser ![image-20260219-123356.png](https://help.skills-base.com/__attachments/a_6dbcadf6d569f69c244edfa8d684d5f94afdc6578386c5b128fa0ca651bae1b3/image-20260219-123356.png?cb=03939708481ebdfedc0fdeac3819702d) Once the training is completed, they will be able to tick the course completion button manually ![image-20260219-123406.png](https://help.skills-base.com/__attachments/a_b1ffebf58bb605dd1dcfbf742bb8a0ba55aa92d83275ad89781cc23d7c57620d/image-20260219-123406.png?cb=ebea9a0aa6a8e234c32e5a50c5b00530) If ticked - they user will then be taken back to their Training tab with the course status marked as Completed and the Completion date added. Users can take the course again by clicking the Re-take course button. ![image-20260219-123425.png](https://help.skills-base.com/__attachments/a_ec60ba982650739f953e978a17722b6deea394cd5fea98d0beb84504a2bc2eff/image-20260219-123425.png?cb=5476c31da320e8b7381f99b99a0ad7fe) --- language: "en" --- # Course Data ## Create Courses From the "Courses" directory, users with the relevant Security Group privileges enabled can add training courses to Skills Base by adding a name, as well as the URL to the training content. ![image-20260219-114506.png](https://help.skills-base.com/__attachments/a_eabcc91ce92cdba90df5f4d0ea64f59bea080a7eae40ac798d437ba340947e58/image-20260219-114506.png?cb=b27dfa9883a0479d30258989c9332b53) ## Courses Directory The Courses directory shows the list of existing courses that have been added. Courses can be edited and deleted by using the Actions items. ![image-20260219-114521.png](https://help.skills-base.com/__attachments/a_da4897ad48fd1b8d0327672cfca5fb15c87178f7dd962c75890b61ec7392b2af/image-20260219-114521.png?cb=84cef5f988a324ec196172fd8fe7b1ff) To add a new Course, click the "Add a new Course" button ![image-20260219-114531.png](https://help.skills-base.com/__attachments/a_1889d863d0601085cdf8162022e050f6df6eab196692b317a548a9815f035f74/image-20260219-114531.png?cb=77c51ce30d804c27e6cb17271be3075c) Give the course a Name and then provide the appropriate URL ![image-20260219-114542.png](https://help.skills-base.com/__attachments/a_00e5f94f91d2d7074b2cb03f2b90fd009ffe5a4a181ea62da8b2a00cc4f50641/image-20260219-114542.png?cb=4ee8d9a1fe055195e10d733b8772fe80) The URL can be to any content that you have available - LMS, LinkedIn Learning, Internal organization shared document repository, etc. ![image-20260219-114550.png](https://help.skills-base.com/__attachments/a_fd67ce4887f3b778aa38f5ba9c9e6b77c113324714184a9e33c10b139ff97d5c/image-20260219-114550.png?cb=99484675c8b6da2bfc30a2ed3e2482b3) Click Save and the Course will be available in the Courses directory. ![image-20260219-114607.png](https://help.skills-base.com/__attachments/a_ccc63b05fffdb59971b8d238e00db41686568e0d28a628800b1c4b89db4a9745/image-20260219-114607.png?cb=97a550690de584ac28a974fee2824a86) --- language: "en" --- # Course Mapping The Course Mappings Directory shows the list of existing courses and the linked Skill and Skill Level that have been created. Mappings can be edited and deleted by using the "Actions" items. ![image-20260219-114654.png](https://help.skills-base.com/__attachments/a_482ad83386e22d86a54e6afe1157764dbc53f81ebeaaccdc00c4d06a82e8bdb0/image-20260219-114654.png?cb=e79e5565a8089e31b6daa49c95f03368) To add a new Course Mapping, simply click the "Add a new Course Mapping" button. ![image-20260219-114704.png](https://help.skills-base.com/__attachments/a_0e67252c597b3c450fd610ab43c45ab3a1b1a9fd5c203cc0112adda21ba4943f/image-20260219-114704.png?cb=a8297997c0390d5e08dac2b9a5a67615) Select the Course from the drop-down list ![image-20260219-114716.png](https://help.skills-base.com/__attachments/a_1cc0ebb5532b61c203fb95f43ca4c2f9c0d3f5e40403c22949997156a8bd57e2/image-20260219-114716.png?cb=42885d921fb11575a4810e1a1e516be9) Select the Skill ![image-20260219-114724.png](https://help.skills-base.com/__attachments/a_63448f32b60b7e19b08f16a50fc08919a68cfaf7aa8eb49ecfdd452ee46b11e9/image-20260219-114724.png?cb=f5bd6dc22e7d4d1c4d7f0b92b6bddf99) Select the Skill Level ![image-20260219-114732.png](https://help.skills-base.com/__attachments/a_a0523bb4b3f6bbbc7b7ec302e42e3d0ad9984f1862abc07e5ec0133e64ecff8f/image-20260219-114732.png?cb=3fee853f1275a6d70aedacef09bfe789) The mapped course will now be visible in the Couse Mappings directory. ![image-20260219-114743.png](https://help.skills-base.com/__attachments/a_f30eee3cfe15714af6e3d09d86692c9b5fb4e6396f6da9838cb75df32c9c110b/image-20260219-114743.png?cb=ed2fffac648ff050f5965f7977164fec) When users have completed their assessments, the system will automatically suggest their training based on mapped courses that are higher than the skill level they have been assessed at. and below any Skill targets. ![image-20260219-114754.png](https://help.skills-base.com/__attachments/a_6ddccf648c67bfae15ed8d0bbec1537f768a9a4f95e8c9a680e7458296782bbf/image-20260219-114754.png?cb=2caf4c23340e42ba26c2520e868ab785) --- language: "en" --- # Manually adding courses to a Training list From a persons Training dashboard, use the "Add training" button ![image-20260219-123441.png](https://help.skills-base.com/__attachments/a_1682d440d6867b0b5c41559c0942369ff1e42ac5633e94ae99fc0ae3ceff413c/image-20260219-123441.png?cb=92084cb4d2fd6ed50dca2faf73c36d64) The Add training screen will allow you to add training that is not already recommended (or hasn't previously been added to the person). ![image-20260219-123451.png](https://help.skills-base.com/__attachments/a_c69d8608add759d508c7c89a7cb1ac67a644d7ae288b5ec91201316f61da6d75/image-20260219-123451.png?cb=3f84e484c09d974a2833d03253ba1c06) A priority can be assigned manually to the Training for the individual ![image-20260219-123500.png](https://help.skills-base.com/__attachments/a_01e72c2ae02850f01c544195d019a1344e2ed988172f523b8d61189cc25e0daf/image-20260219-123500.png?cb=9b7aa7be1457400691aea4eaa5caafe1) And if already completed - the completion date can be set ![image-20260219-123509.png](https://help.skills-base.com/__attachments/a_f08999a4854e1da6a22a01213e3ec24ff1ad13d019d325d8527d3f570b388e38/image-20260219-123509.png?cb=bc2a0780cc52556c684603b35db439a1) To course is now added to the list of Training available to the person ![image-20260219-123521.png](https://help.skills-base.com/__attachments/a_c371c9ec7b4575c390a04ff4c4359d63f92ec08004b1f4814c314f3b4278b88c/image-20260219-123521.png?cb=c23442048c5e0eaa2b7a5110b1b4f8d1) --- language: "en" --- # Locations *Feature availability: All licenses, except Free* *Article applies to: Administrators* Locations is an optional feature that can be used to represent people's physical location around the world. Examples of locations could be "United States" or "Sydney offices". Locations are associated with a person record and cannot be associated with any other records (for example Teams). Locations essentially provide you with a way to "tag" a person with an additional attribute (their physical location) to serve as an additional view into your data. That is, the Locations Dashboard will show you aggregated data on all people within a given location. Another advantage of using Locations is that you can find people with specific skills and/or interests in a specific geographic location using the [**People Finder**](https://help.skills-base.com/kb/data-entities/people/prompting-people.md) function. ## Adding Locations To add a location: 1. Click "Locations" on the left hand menu. 2. Click "Add a location" 3. Give the location a name 4. Drag the marker on the map to the desired physical location 5. Click "Save" The location can now be added to a person's record when adding or editing a person. ## Disabling the Locations module If you don't wish to use Locations in your Skills Base instance, the Locations module can be disabled by an administrator via the Admin -\> Settings -\> Customizations menu. --- language: "en" --- # Locations Directory he Locations directory is where you can identify in Skills Base the locations of your organization's offices and places of work ## **Create a new location** * With the "Directory" view selected, click the "Add a new location" option in the top right of the screen ![image-20260219-113149.png](https://help.skills-base.com/__attachments/a_e8478c835b7f255cd5b9d1d8f119a790dae849b521478ce9227d6937c770b459/image-20260219-113149.png?cb=df96d686b33758da65084251e2453dd4) * From here * Give your new location a name, e.g. "London Offices" * Use your mouse to scroll across the map, clicking on the spot where your new location is situated -- you don't have to be precise here * Click "Save location" when you're ready ## **View Location insights** * If you've assigned staff members to a location, you can view insights into how that group of staff members are performing by clicking onto a location link. This will open the summary page of that Location ![image-20260219-113205.png](https://help.skills-base.com/__attachments/a_86ff4ace1c8c54ff40d01c679d2235f7fa7cb6a718457106bc7be373debb48bc/image-20260219-113205.png?cb=a65cb80c917ea5c80ac0d5248b86913e) ## **Additional information** * For assistance creating Locations or assigning Locations to People, you can reach out to the Skills Base team via this [link](https://www.skills-base.com/technical-support). --- language: "en" --- # People In Skills Base, "People" refers to all individuals within the system. This includes both people with login accounts, as well as people without (who may have been added manually by an Administrator). All People can be assessed in assessments, however Administrators can control exactly which privileges people are granted via Security Groups (See: ). The People Directory (Directories -\> People) contains a list of all people in the system. From the People Directory, you can apply filters across entities that have been assigned to people (Team, Role, Location, Skill Set, Security Group). Simply click the filter icon on the header of the column that you wish to filter on. You can filter on multiple columns at one. --- language: "en" --- # Adding People How you add people to your Skills Base instance will depend on how you wish to use it. If you decide on a method and then change your mind later, no problem; It's possible to change between the methods at your discretion. ## Options for adding people: * [Add People by Invitation](https://help.skills-base.com/kb/data-entities/people/adding-people/add-people-by-invitation.md) * [Manually Adding People](https://help.skills-base.com/kb/data-entities/people/adding-people/manually-adding-people.md) * [Importing People](https://help.skills-base.com/kb/data-entities/people/adding-people/importing-people.md) * [Creating People via SSO](https://help.skills-base.com/kb/data-entities/people/adding-people/creating-people-via-sso.md) --- language: "en" --- # Add People by Invitation Adding People by Invitation is the easiest method for administrators and requires the least amount of work. 1. Click the [People](http://app.skills-base.com/people) menu item 2. Click the "Invitations" tab at the top of the page 3. Click the "Add people by invitation" button 4. Enter the email addresses of the people you wish to invite 5. Click "Send invitations" Each of your nominated people will be sent an email asking them to register in the system. Once they complete the registration process, they will be asked to complete a skills assessment, so be sure you have all of your skills set up before inviting people using this method. --- language: "en" --- # Creating People via SSO People can be automatically created via SSO sign-in. To enable this: 1. Head to \[Administration \> Authentication\] 2. Under \[Authentication \> Single Sign-On\] enable the option "Automatic user account provisioning" If a user doesn't exist (by email) in the system at the time of user sign-in, a Person record will be automatically created for them using the default attributes set in \[Administration \> Settings \> Default entities\]. You can use the [**Prompt People**](https://help.skills-base.com/kb/data-entities/people/prompting-people.md) feature to send an email requesting people complete an assessment. See [**Single Sign On**](https://help.skills-base.com/kb/technical-integrations/single-sign-on-sso.md) for more information about setting up SSO. --- language: "en" --- # Importing People For a full article on importing people, please see the [Data Import](https://help.skills-base.com/kb/data-import.md) page.. 1. Choose Import People ![image-20251211-044625.png](https://help.skills-base.com/__attachments/a_c043598b0a47777c35da4b3831dfabe3c97d3125df5eeb4f5763762967bb3e1c/image-20251211-044625.png?cb=2ca51159df83d15c37af56c869d5e33c) 2. Follow the import steps to upload your csv document. ![image-20251211-044648.png](https://help.skills-base.com/__attachments/a_e92920a21261e2099f9a467ad36b8ad900ebf236e62fe91c1959e7952064a6f9/image-20251211-044648.png?cb=370bfb897254e07f52170e695bdcb25f) --- language: "en" --- # Manually Adding People 1. Click the [People](http://app.skills-base.com/people) menu item 2. Click the "Add people" button in the top right 3. Select "Yes" when prompted whether you would like the people you are adding to be able to log in. 4. Select "Manually add a person" ![image-20251211-044254.png](https://help.skills-base.com/__attachments/a_a1cc38115ddc6a7ff336cb361154ef3432ff2cb7954a39fb0f17fe9f1cb673f4/image-20251211-044254.png?cb=7001213a652b36789497f8636dc92643) 5. Enter their details 6. Configure any additional options like [**Teams**](https://help.skills-base.com/kb/data-entities/teams.md) and [**Roles**](https://help.skills-base.com/kb/data-entities/roles.md) if desired. 7. For "Login" ensure that "Enabled" is selected 8. Choose a Security Group. For more information about Security Groups, see our support article on 9. Enter their email address (which will also be their login username) 10. Set an initial password --- language: "en" --- # Editing Your Own Information *This article is intended for non-administrators* Your Skills Base administrator may have configured your organization's instance to allow you to edit some or all of your own information. This might include your Team, Role, Location, Skill Set, as well as other fields. For information about editing your own assessment data / skill ratings, see: [Assessments](https://help.skills-base.com/kb/assessments.md) To see whether you are able to edit your own information: 1. Click "My Summary" from the left hand menu 2. Click the "Actions" menu 3. Locate the "Edit information" item ![image-20251211-045221.png](https://help.skills-base.com/__attachments/a_2505dea75835f166ec0abe425189517cd086502c8a747e18f9b5122e440ef349/image-20251211-045221.png?cb=33edd19d43d51c31a98f0e08e06447e3) If you don't see an "Edit information" menu item, your Skills Base administrator has not permitted you to edit any of your own fields. Clicking this menu item will present you with a list of the fields that you may edit. Make any necessary changes and click "Save". The changes will be applied immediately and are viewable in your "About" tab. --- language: "en" --- # People Account Types There are four possible types of Person records in Skills Base (known as "Account types"). The Account type is defined when the Person record is created and cannot be changed. 1. **Local** - This type of Person record is created by a Skills Base administrator by manually adding a person, or by adding a person by invitation. Local records can have a locally stored password which can be used to log into Skills Base. These accounts can also be logged into via Single Sign On if the email address from the Identity Provider exactly matches the email address of the Person record in Skills Base. 2. **Single Sign On** - This type of record is only encountered if you have enabled Single Sign On Integration and these records are created automatically during the Single Sign In process (via the "Automatic User Account Provisioning" feature). Single Sign On records cannot have a local Skills Base password and so can't be used to log in locally to the system. The only way to log into an Single Sign On account is via the Single Sign In process. If you attempt to perform a password reset of a Single Sign On account (via the login form) you will receive the error message "You can't reset the password of that account here". 3. **Import** - This type of record is created by Skills Base support when an Administrator requests the Skills Base Support team to bulk-import People records from a CSV file. Contact out support team if you wish to obtain a copy of the template. Imported records behave the same as Local records. 4. **API generated** - This type of record is created via the Skills Base People Management API. For information see our[](https://support.skills-base.com/kb/articles/11000025173-api-introduction)[**API**](https://help.skills-base.com/kb/technical-integrations/rest-api.md) documentation. API generated records behave the same as Local records. The the specific [Adding people and enabling them to log in](https://help.skills-base.com/kb/data-entities/people/adding-people.md) article to see how to get users into your system. --- language: "en" --- # People Bulk Edit If "People-\>Edit" along with "People-\>Edit-\>Bulk Edit" are enabled for a Security Group, bulk edit allows a user or administrator to update information about large quantities of people at the same time. To select people to edit, simply select the checkbox next to the name of the people you wish to exit. ![image-20251211-045832.png](https://help.skills-base.com/__attachments/a_baa5d425a4d0774352eebafd055ab1f9999bc1f2410a26231dda4f9b910b4647/image-20251211-045832.png?cb=5534b34f985911adb5db8f68e6745063) Using the "Filter" options within the People Directory, you are able to select multiple people based on a range of entity options. ![image-20251211-050102.png](https://help.skills-base.com/__attachments/a_a14e7f23e2ecaa62a5c769662da8bc18172efefb7d318c24f52bb221fd944f41/image-20251211-050102.png?cb=d32358c69ef9dacc5e12491615b0045d) Once the people to be edited are selected, the Bulk edit People display will be presented. The number of people selected is shown in the Editing field. The attributes that can be selected/modified are: * Team * Role * Location * Skill set * Security Group * Login Enabled * Custom fields Once selections are made, click on the Save at the bottom of the screen. ![image-20251211-050141.png](https://help.skills-base.com/__attachments/a_8f4b41b2eb0d5c25e989a1a135fb0ea9e37d4ef56e31185511c6e863d28c14db/image-20251211-050141.png?cb=cdfb5cce42d62784120fae273e831aec) --- language: "en" --- # Prompting People If a Security Group has "People-\>Prompt" enabled they will be granted the ability to send a Prompt email to People within Skills Base. The privilege scope will determine which users they are allowed to prompt (Everyone or Team members). ![image-20260219-110603.png](https://help.skills-base.com/__attachments/a_25f4d9b94f398fbcf4f69c5092021cdc7311db13c0a1d0fb8e0a3cc7c8702203/image-20260219-110603.png?cb=dc500da46711a43e8d2022ace2dbe622) To Prompt people, simply select the checkbox next to the name of the people - you can use the "Filter" options within the People Directory to select multiple people based on a range of entity options. ![image-20260219-110620.png](https://help.skills-base.com/__attachments/a_778aca14796d1b7478a06ca2daa2ce42021fc9ac5cceaa6a900287a7362b2a89/image-20260219-110620.png?cb=c5b758e521c41a794000043713b1e146) Once you have selected a group of People, click the "Prompt"; button in the Bulk Actions menu: ![image-20260219-110636.png](https://help.skills-base.com/__attachments/a_63ba05d8e31cfde8d32425b91301ea4b9cf18ceebec6ccac108c3ad0c9c3ff0c/image-20260219-110636.png?cb=bef89943077fce883db7a268d6318f23) You will then be allowed to edit the email message that is sent. Note - this is a plain text only email. ![image-20260219-110711.png](https://help.skills-base.com/__attachments/a_f0592406c0f6707efb1f8ebf7404428a9c44dc0ffb7f8ee2a682c0182c4828f4/image-20260219-110711.png?cb=82514bdeac73f362f10547e979904259) Warnings will appear at the top of the screen for users that: * Don't have an email address * Have had a number of email bounce backs when attempting to send emails previously * Or, a prompting message has been sent in the last 24 hours. If Single Sign On is enabled, you can use the "Force local login for new users" if you do not wish them to use Single Sign On. When prompting users, if a user has not previously logged in to Skills Base - they will be taken through the steps for a First Time login, and will be allowed to setup a local password for use with the system. If a user has previously logged in, they will be prompted to login and complete a new assessment. If Single Sign On is enabled, users will be taken to your organizations login page and then taken to complete an assessment. --- language: "en" --- # Qualifications *Feature availability: All licenses, except Free* *Article applies to: Administrators* The Qualifications module is an optional feature that can be used to track achievements or certifications that people have either completed, are completing, or are nominated to complete. ## Qualification Modes The Qualifications module provides two different modes of operation: * Free text mode (the default) * Pre-defined mode The mode can be configured by administrators in Admin \> Settings \> General settings \> Qualifications mode, and applies globally for the instance. This article describes the operation of both modes. ## Free text mode Free text mode allows the entry of qualifications via a text field. This includes employees that have permission to update their own qualifications. Generally, it is a more common use case to allow entry of Qualifications in free text. Qualification titles can be extensive and varied, with those variations continually evolving over time. Free text is a good choice when you want to accurately accommodate and track the wide and varying range of qualification titles that people may hold, whereas pre-defining a list can tend to restrict employees from entering the full and complete accurate information about their qualification title. ### Adding Qualifications in Free text mode In Free text mode, Qualifications are added via a Person's summary page. To add a qualification: 1. Visit a person's summary page 2. Click the "Qualifications" tab. * If you don't see a Qualifications tab you may not have permission to view or edit that person's qualifications, or the Qualifications module may have been disabled by your Skills Base administrator. 3. Click the "Add a qualification" button 4. Enter a name, select a status, and optionally enter dates 5. Click "Save" The qualification will now show up on the Person's summary page as well as the Qualifications directory. Note: To help with consistency and to reduce data duplication, as you type a qualification name a drop down list appears with matches of pre-existing qualifications in the system. This is in place to encourage people to select from the list if the qualification already exists. ## Pre-defined mode Pre-defined mode allows administrators the ability to enter a pre-defined list of qualifications into the system as they would teams, role, locations and skills. ### Adding Qualifications in Pre-defined mode In Pre-defined mode, Qualifications are first added via the Qualifications Directory and then associated with a Person via their summary page. To add a qualification: **Step 1: Create the Qualification record** 1. Click Directories \> Qualifications 2. Click "Add a new Qualification". * If you don't see that button you may not have permission to add Qualifications. 3. Enter the name and click "Save" **Step 2: Associate the Qualification with the person** 1. Visit the person's summary page 2. Click the "Qualifications" tab 3. Click "Add a qualification" 4. Select the Qualification from the list 5. Select a status, and optionally select dates 6. Click "Save" ## Disabling the Qualifications module If you don't wish to use Qualifications in your Skills Base instance, the Qualifications module can be disabled by an administrator via Admin \> Settings \> Customizations \> Enabled modules. [Next Page](https://help.skills-base.com/llms-full.txt/1)