Capabilities

Tradespersons > Capabilities is the office view of the licences, insurances and tickets (“capabilities”) that tradespersons and their team members hold. Operations use it to confirm a crew is compliant before allocating work; office admin use it to chase renewals.

Capability types

A capability is a type of document. The types are managed in Settings > Entities > Capabilities and include Public Liability, Work Cover, Period Contract, QBCC licence, Working Safely at Heights, EWP licences (under and over 11 m), White Card, Blue Card, Police Check, Driver’s Licence, ABN, Subcontractor Information Form, workshop attendance and vaccination records.

Four types are mandatory for every head tradesperson:

• Public Liability
• Work Cover
• Period Contract
• QBCC licence

Team members who are not the head tradesperson do not need the mandatory documents; they can upload additional documents such as a White Card or Driver’s Licence.

Each document on file has a type, a file (jpg, png or pdf), an expiry date (or a “does not expire” flag) and, for documents uploaded from the app, an approval by an office user.

What you see

Column	Meaning
Tradesperson	The business the document holder belongs to.
Team member	The person the document belongs to.
Name	The capability type.
Certification	View opens the uploaded file in a new tab.
Expiry	The expiry date. Blank means the document does not expire.
Deleted and Actions	Only shown when Include deleted is ticked: the date the record was deleted and a Restore button.

The list is sorted by expiry date so the documents needing attention first are at the top, 15 per page. Use search to find a person, business or document type.

Two places to look

The web app keeps capability records in two stores. This list and the daily 30 day and 7 day expiry email read from the older store. Uploads from the Rochele Trades app and from the Capabilities button on a team member write to the newer store, which is what the planning board colours, the weekly expired reminder and the Approve workflow use. If a document you know was uploaded recently is not in this list, open the person’s Capabilities button on Team Members or on the tradesperson profile, which always shows the current documents.

What you can do

Check what a tradesperson holds

Open Team Members (or the Team Members tab on a tradesperson profile) and click Capabilities on the person’s row. The dialog lists each document with Name, Certification (View), Expiry, Approved By and Actions.

Upload a document on someone’s behalf

1. In the Capabilities dialog click Add Capability.
2. Choose the Name (document type), set the Expiry or tick This does not expire, and click Click to upload to attach the file.
3. Click Save.

Older tradesperson profiles also have an Add Capability modal with Name, Expiry and Certification fields that does the same thing.

Approve a document uploaded from the app

When a head tradesperson uploads a mandatory document with an expiry date from the app, the office receives a New Mandatory Capability Document Uploaded email with a link to the file. Open the person’s Capabilities dialog, check the document, and click Approve. The column then shows your name and the date. Approval is a record that someone in the office has sighted the document; it was added so uploads from the app are checked rather than trusted blindly.

Archive or restore a document

Click Archive in the Capabilities dialog to remove a document from the tradesperson’s view (for example a superseded certificate). Archived documents are kept: tick Include deleted on the Capabilities list and click Restore to bring one back.

Send an expired capabilities reminder manually

In the Planning Board job modal, a painter with expired documents has a Send trade capabilities reminder button. Clicking it emails the tradesperson the list of expired documents and asks them to upload replacements in the app. The same email goes out automatically every Monday (see below).

How it works behind the scenes

Colour coding and allocation blocks

Every tradesperson has a capability colour that the Planning Board and the job Tradespersons tab use:

Colour	Meaning
Red	A mandatory document is missing or has expired. The tradesperson cannot be assigned to a job; a message explains that mandatory capabilities are missing or expired.
Orange	All mandatory documents are present but one expires within 30 days. Assignment is allowed but the renewal should be chased.
No colour	All mandatory documents are present and current.

A document that has expired is treated as renewed (and stops counting as expired) as soon as a newer document of the same type with a later expiry is uploaded.

Notifications and reminders

When	What happens
A document is uploaded from the app or the web	The Capability Document Uploaded CC list receives a New Capability Document Uploaded email with a link. If the document is a mandatory type with an expiry date and not yet approved, the Capability Mandatory Document Uploaded list also receives a New Mandatory Capability Document Uploaded email. Lists are managed in Settings > Entities > CC Emails.
30 days and again 7 days before a document expires	Expiring capabilities warning runs daily at 9:00 am and emails the document holder (“You have some capabilities expiring!”) with a table of the documents and dates, copying the Capabilities expiring CC list. Only active people at active tradespersons are emailed.
The day a document expires	Delete capabilities expiring today runs daily at 7:05 am and removes documents whose expiry date is today from the Capabilities list.
Every Monday at 9:00 am	Weekly expired capabilities reminder first marks any expired document as renewed if a newer one exists, then emails every active tradesperson who still has expired documents (“You have expired capabilities”, or “You have missing capabilities” when none are on file).

The reminder emails tell the tradesperson to upload documents from the Rochele Trades app and include the app store links. Inactive tradespersons are deliberately excluded so people who have left do not keep receiving requests.

In the app

The tradesperson’s home screen shows a warning box when a document has expired or is about to expire; tapping it opens Capabilities. The Capabilities screen separates Required Documents from Additional Documents, and Add document asks for Document type, Date of expiry (or This document does not expire) and the File. Head tradespersons can also see each team member’s documents under My Team.

Tips and gotchas

• A tradesperson showing red on the planning board is nearly always missing one of the four mandatory types or has let one lapse. Open their Capabilities dialog and read the expiry column.
• Uploading a renewal does not delete the old record. The old one is marked renewed and stops triggering reminders; archive it if the list gets cluttered.
• “Does not expire” documents (ABN, Driver’s Licence and similar) never trigger reminders and never turn a tradesperson orange or red.
• If the office never received an upload email, check the two capability CC lists have current addresses.
• Agreements are tracked separately from capabilities, even though a signed Period Contract can also be uploaded as a document. See Agreements.