Records settings

Records settings

To access the record settings, go to Settings - Records.

Add new record

To add a new record, click the "New record" button in the top right part of the page.


A pop-up will open where you can fill out all information about the record.


Record settings

Name
The full name of the record

Shortname:
The short version (maximum 20 characters)

Record valid for:
How long the record should be extended when updated.

Grace period:
Controls how long time prior to record expiry a record can be updated and keep its original expiry date as basis for the extension.

End of year:
The record will be extended to the end of the year.

Example
Record valid for 12 months with end of year selected
Grace period: 3 months
Initial expiry date: 2023-08-12
New perform date: 2023-06-20
New calculated expiry date will be 2024-12-31

End of month:
This selection will extend the updated record to the end of the month.
 
Example
Record valid for 12 months with end of month selected
Grace period: 3 months
Initial expiry date: 2023-08-12
New perform date: 2023-06-20
New calculated expiry date will be 2024-08-31

No expiry date:
This selection will extend the updated record to the end of the year 

Example
No expiry selected
Perform date: 2023-06-20
New calculated expiry date will be N/A

No grace period:
This selection will extend the updated record based on the new perform date. 

Example
Record valid for 12 months with no grace period selected
Initial expiry date: 2023-08-12
New perform date: 2023-06-20
New calculated expiry date will be 2024-06-20

Use overrun period:
This selection will allow a specified overrun time. When the record is performed in the overrun period, it will still use the previous expiry date as base for the new calculation.
Example
Record valid for 12 months.
Expiry date: 2023-08-31
Use overrun set to 30 days
New perform date: 2023-09-20
New calculated expiry date will be 2024-08-30

Record description

Information added here will be printed on attendance pdf's when the record is used in an attendance list.

Handling failed status for a record

When a record is marked as failed as a result of a submitted form, the system can handle the update of the record in various ways.

Do nothing
Example
Initial expiry date: 2023-10-31
New perform date: 2023-09-01
Record updated from a failed form with do nothing selected
The new expiry date will remain 2023-10-31

Expire on performed date
Example
Initial expiry date: 2023-10-31
New perform date: 2023-09-01
Record updated from a failed form with expire on performed date selected
The new expiry date will become 2023-09-01

Expire on day before performed date
Example
Initial expiry date: 2023-10-31
New perform date: 2023-09-01
Record updated from a failed form with expire on day before performed date selected
The new expiry date will become 2023-08-31

When all the initial settings for the records are done, click Save.

A new pop-up will open with additional settings available.



Integrations

Only applicable when integrations are added as part of the subscription.
LMS: Select which course in an LMS that should update this record.
Planning: Select which qualification in a planning software that should be updated when this record gets updated in Crewdox.

R/L/D

Select which role(s) that this record belongs to

Email

Files

Currently not in use


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