"Qualifications" is a feature that manages the holding and expiry dates of qualifications issued by external organizations or in-house (such as licenses, in-house certifications, and health check-ups) on a per-person basis. It collects who holds what and when it expires in one place, notifies both the person and the administrator before expiry, and connects them to renewal training.

The qualification feature is available in Core plan or higher (Core / Pro / Enterprise). Open it from the sidebar with [Training Management] → [Qualifications]. Only owners, team administrators, and group administrators can open the screen. Guests are not eligible for management.

● Qualification page (Expiry alert)

Difference between "Training (Courses)", "Development (Skill Map)", and "Qualifications"

Training management divides roles across three layers.

• Training (Courses): Bundles SOPs that must be viewed and distributes them. It is a mechanism to see if they have been viewed
• Development (Skill Map): Defines the required competencies for each group and evaluates progress with levels
• Qualifications: A ledger to see if the task can be performed. Values are not levels but "held or not held" and "expiry date", becoming unavailable the moment the deadline passes

Unlike the Skill Map, qualifications are attached to people, not groups. Even after transfers, the holding record is inherited by the person.

The three are not separate. If you set "Skills gained" for a course and "Skills proven by this qualification" for a qualification, the skill map of people who complete the course or whose qualification becomes valid will be automatically updated (see "Skills proven by this qualification" below).

Permissions

• Owner / Team Administrator: All team members are eligible. Can manage team-common definitions (add, edit, archive qualifications, bulk import, set "People who need the qualification")
• Group Administrator: Members of the group to which they belong and its subordinates are eligible. Can register holding records, update expiry dates, and approve requests, but cannot change team-common definitions
• The person themselves: Can apply for qualifications they have acquired from the [Qualifications] tab on the personal page

Excel export follows the owner setting "Permitted user roles per feature".

Screen layout

The Qualification page has 6 different views with a switch at the top.

• Expiry alert: Lists people with expired or expiring qualifications in order of urgency. Usually, you only need to check this
• Holdings status: A matrix of people × qualifications. Register or update from the cells
• People who need the qualification: Decide who should hold it for each group (department / process) and shows the shortage
• Qualification Master: Manages the definition of the qualifications themselves
• Pending approval: Approves or rejects applications from individuals. Shows count as a badge
• Performed without qualification: A record (evidence) of opening a SOP without meeting the required qualification

You can filter by group in Expiry alert and Holdings status.

1. Register a qualification (Qualification Master)

First, register "what qualifications to manage" as a team-common definition. Do this from [Add qualification] at the top right (Owner / Team Administrator).

Basics

• Qualification name (Required): For example, "Chain Hoist Operation Skill Training", "Forklift Operation Skill Training", "In-house Certification Crimping Grade A"
• Category: Statutory qualification / In-house certification / Customer requirement / Health check-up / Other
• Issuing body (default): Becomes the default value when registering a holding record

Expiry / Refresher

• Has an expiry date: When turned ON, you can set Validity period (months). If you enter the acquisition date in the holding record, the expiry date will be automatically calculated from here
• Run refresher training periodically in-house: When turned ON, you can set Refresher training cycle (months). Used when the license itself is for life but company regulations require "refresher training every 3 years". Can be held separately from the expiry date
• Notification timing (days before): Defaults to 90 days before and 30 days before. When this number of days approaches, the status becomes "Expiring soon" and a reminder email is sent

Fields required at registration

• Require the certificate number to be entered
• Require a certificate file attachment

Training for obtaining or renewing this qualification

• Training course: Links a course created in Training (Courses). Intended for in-house certification materials or renewal training
• Automatically assign the above training course when the deadline approaches: When turned ON, the course is automatically assigned via daily reminder processing for people entering the notification period

Skills proven by this qualification

• Skills proven: Select the skill that this qualification supports. Specify Target level for each skill (default Lv3)

When configured, the skill level of the target person is automatically updated when that qualification becomes valid. This is the opposite direction of the [Qualifications that prove this skill] on the skill definition side (this skill requires a qualification). If you set it from the skill side with [Skills proven by this qualification], it creates the same link.

Automatic evaluation runs when all the following conditions are met.

• Both "Skills gained" is set for the course and "Skills proven by this qualification" is set for the qualification
• The target person belongs to the group that has that skill
• People with "Not target" for that skill are not changed
• People who decided the level for that skill after the registration or approval of the holding will not have their level changed, but will have the development record retained (when added, changed, or reverted to unevaluated. Bulk import from Excel is excluded. Compared by the time registered or approved in Dive, not by acquisition date)
• People who already have the same level or higher will not go down (will not be lowered automatically)

Whether to use automatic reflection (automatic evaluation) can be switched at [Development] → [Common settings] → [Auto-evaluation]. For setup instructions, refer to Course completion, qualification acquisition, and SOP performance automatically update skill levels, or Define common team skills (Skill Map common settings).

● Adding a qualification

If you change the validity period or refresher training cycle later, it only affects the default values for holding records registered from now on. The expiry date of registered holdings will not be rewritten (because the date written on the certificate is the source of truth).

Qualifications no longer in use can be archived and removed from the list. Holding records are retained.

2. Register who holds it (Holding records)

Register from the cell in [Holdings status] or from the [Qualifications] tab on the personal page.

1. Click [Register holding].
2. Enter the Acquisition date (Required). If the qualification master has a validity period and refresher training cycle set, Expiry date and Next refresher will be automatically filled in (you can edit them manually).
3. As needed, enter Certificate number, Issuing body, and Notes.
4. Attach a copy of the license or similar in Certificate attachment. Only the person and administrators can view the attachment.
5. [Save].

● Registering a holding record

Renewal (retraining) is not an overwrite but [Register a renewal (retraining)] to stack new records. Past acquisition history does not disappear, and when it was updated is retained. The record valid the furthest in the future is treated as "current holding".

For license surrender or cancellation of in-house certification, use [Revoked / surrendered] (recorded separately from expiry due to deadline passing). The operation history is retained for each qualification.

3. The person applies / Administrator approves

A person can apply for a qualification they have acquired themselves.

1. Press [Personal page ▼] from the avatar at the top right and select [Qualifications].
2. Switch the view to [All qualifications] and click [Apply] for the target qualification.
3. Enter the acquisition date and click [Apply]. Attaching a copy of the certificate speeds up approval.

When an application is submitted, an email is sent to the team administrator and it appears in [Pending approval] on the qualification page. The administrator reviews the content and chooses [Approve] or [Reject]. Rejection requires an explanation, which is sent to the person via email and kept in the history. The approval or rejection result is notified to the person via email.

Until approved, it is not counted as a valid holding.

4. Behavior when the deadline approaches

The qualification status changes as follows.

• Valid / Expiring soon (entered notification timing) / Expired (past deadline)
• Pending approval (in application) / Rejected / Revoked / Not acquired

The deadline uses the earlier of Expiry date and Next refresher. If the in-house refresher deadline is near, it is displayed separately from license expiry.

Reminder emails are sent at the notification timing from the qualification master (default 90 days before and 30 days before), on the day, and at expiry overdue. One email each goes to the person, and one summary per team goes to the administrator. If you register a renewal and the deadline changes, the notification is automatically reset.

If "Automatically assign the above training course when the deadline approaches" is turned ON in the qualification master, the renewal training course is assigned to the person when entering the notification period. You can also manually assign it from the expiry alert list.

5. Decide "People who need the qualification" (by Group)

In [People who need the qualification], decide "who should hold this qualification" for each group (department / process) and see if it is met (can be set by Owner / Team Administrator).

1. Select the target Group and Qualification.
2. Enter the Number of people needed. Leaving it blank means "all members of that group should hold it".
3. After adding, it displays the number of holders, people expiring soon, expired, not acquired, and shortage.

If you select a parent group, subordinate groups are also eligible. You can also target only direct members.

6. Link "Required qualification" to a SOP

You can set on the SOP side "this task requires this qualification".

1. Open the SOP editing screen and open [Required qualification] in settings.
2. Select the qualification required for this task (like tags, it is saved the moment you select).

If a person without the set qualification opens that SOP, a warning is displayed on the playback start screen. Messages like "Not acquired", "Expiry date has passed", "Application is pending approval" appear depending on the status. If the deadline is near, guidance to encourage renewal also appears.

Viewing is not blocked. This is to prevent work from stopping at a stage where qualification registration is still being processed. Instead, a record "opened without meeting the required qualification" is kept in [Performed without qualification] for later review.

Because the required qualification is attached to the base of the SOP, it is inherited even when the SOP is revised.

● Warning on start screen

7. Import your existing Excel ledger

From [Bulk import] at the top right, you can load your existing qualification ledger as is (Owner / Team Administrator).

1. [Download template] or drag your Excel / CSV as is (Shift-JIS CSV is auto-detected).
2. Match employees by the "Name" or "Email" column and match the qualification master by the "Qualification name" column. Header name variations are absorbed.
3. Before import, a preview is shown line by line. You can immediately see lines where the target person is not found or the acquisition date cannot be read.
4. Confirm with [Import ○ records].

Even if the expiry date column is blank, it is automatically calculated from the validity period in the qualification master. You can choose options like "Skip rows that are already registered" and "Create unregistered qualifications in the master".

8. Export to Excel

From [Export to Excel] at the top right, you can export the holdings status, expiry dates, and sufficiency of required qualifications. Only data you can see is exported (Group Administrators see only their area). From the [Qualifications] tab on the personal page, you can export that person alone. Excel export is available in Pro and Enterprise plans. In the Enterprise plan, you can narrow the user role that can export in Permitted user roles per feature [Development, Qualifications and Training export].

Frequently asked questions

Can people with expired qualifications no longer open SOPs?
No. A warning appears on the start screen, but viewing is not blocked. Opening is recorded as "Performed without qualification".

What happens to qualifications after a transfer?
Because qualifications are attached to people, holding records are inherited even if the group changes.

When I register a renewal (retraining), does the previous record disappear?
No. New records accumulate, and the one valid the furthest in the future is treated as "current holding".

Who can view a copy of the certificate?
Only the person and administrators.

Can guest qualifications be managed?
No. Guests are not eligible for aggregation or management. If management is needed, change to a regular account.

Related

• Training feature: how to create courses, assign them, and view completion status (courses used for renewal training)
• Personal page (one user's training, development, qualifications, comparison, and viewing history at a glance)
• What is Skill Map? / How to read skill marks (entry point to the development layer)