Team Skills Matrix

The skills matrix shows the people you are responsible for in rows and skills in columns. Each cell compares the level a person holds with the level their job roles require, so you can see at a glance where your team is covered and where it has gaps.

It is the team view of the per-person skills report: every cell uses the same rule as the person’s own Achievements → Skills tab, so the two never disagree.

Prerequisites

Turn on skills planning

Skills planning (the matrix, coverage targets and the gap list) is off until an Owner or Admin turns it on. A skills matrix compares people’s skill levels with what their work requires and is used to plan their training, so Québec’s Law 25 (an Act respecting the protection of personal information in the private sector) treats it as information about them that they must be told about. The switch makes that a deliberate decision of your organization.

1. Open Settings → Skills planning.
2. Read The notice your people receive and The paragraph for your privacy statement.
3. Tick the acknowledgement: I have read this notice. Our people will be told that their managers can see their skill levels and use them to plan training.
4. Click Turn on skills planning.

What happens next:

• Everyone active in your organization receives the notice once, in the app (not by email), and so does anyone who joins later, within the hour. Settings → Skills planning shows how many people are still waiting for it. It opens their Achievements → Skills, which keeps the same sentence for as long as skills planning is on: Your managers can see your skill levels and use them to plan training.
• If your privacy statement is published in the app (Settings → Branding → Footer & Legal), the Skills and training planning paragraph is added at the end of it. If your privacy statement lives on your own website, copy the paragraph from Settings → Skills planning into it.
• The matrix, the coverage targets tab on groups, the coverage view and the gap list appear. The Monday coverage notice to group admins starts.

Click Turn off skills planning to hide them again. Targets, levels and every record are kept, and turning it back on does not send the notice a second time. Every change is recorded in the audit log with who made it and when.

Skills planning suggests, a person decides

The gap list ranks gaps and suggests courses, but nothing is assigned until a person clicks Assign, and a self-assessment never changes a level until a manager or administrator validates it. Skill levels themselves come from evidence: a completed course or a passed assessment records its level automatically, as it always has, and a validated self-assessment or an observed sign-off records the level a person confirmed. Other automatic assignments you configure (enrollment rules, group assignments, recurring training) work as before and are not part of skills planning.

Your people’s own skills record

Each person can download their own skills record (PDF, CSV or JSON) at any time from Achievements → Skills. That record is how your organization answers a request to see, or to take away, the skills information it holds about someone. Each download is recorded in the audit log.

Privacy impact assessment (ÉFVP) template

Law 25 asks you to assess the privacy impact of a project that processes personal information (évaluation des facteurs relatifs à la vie privée, ÉFVP). Your privacy officer can copy this outline and complete the bracketed parts.

Open the matrix

1. In the left menu, open Analytics.
2. Click Skills Matrix in the list of reports.

You see the people in your scope:

Only active people are listed. The columns are the skills that your job roles require, grouped by skill domain, up to 40 at a time.

Read a cell

Each cell is coloured by the person’s status against the required level, never by the level alone:

A small circle fills up by quarters with the level held; a notch marks the level required. A dashed outline means a self-assessment is waiting for validation. A small yellow mark means the level expires soon (see Validity and expiry in the Skills & Competencies guide). Screen readers hear one sentence per cell, for example “Dana Roy, Forklift: Developing, required Proficient, one level below”.

Click a cell, or move to it with the arrow keys and press Enter, to open its details: the status, the level held, the level required, the validity, any pending self-assessment, the person’s development target (flagged Overdue when its date has passed and the level is not held), and a link to the person’s page. A target never changes the cell’s colour.

Filter

Click Apply filters after changing them, or Reset to clear them all.

The status legend above the grid is also a filter: click a status, for example One level below, to keep the people with at least one cell in that status. The number beside each status is how many people have at least one such cell. Click Show all to clear it.

Views, row height and large teams

• Gap, Attained and Required switch what the cells show: the status circle, the level held, or the level required. The colour stays the status in every view.
• Compact, Default and Comfortable set the row height.
• The header row and the name column stay in place while you scroll.
• When more than 20 skills are shown, each skill domain can be collapsed or expanded from its header.
• If your filters cover more than 40 skills, the first 40 are shown and a note tells you how many there are; filter by skill domain or job role to see the rest.
• If more than 10,000 people match, a notice says so: the footer, the legend counts and the export then cover the first 10,000 by name. Narrow the filters to see everyone.

The footer: coverage

The last row, At or above required, gives for each skill the share of people who meet or exceed their requirement, out of the people for whom the skill is required: for example 75%, 6 of 8. It is computed over everyone your filters select, not only the page you are looking at.

Export

Click Export CSV or Export Excel to download everyone your filters select (not only the current page). The buttons appear only if your role can export reports (report:export):

Every export is recorded in the audit log with who exported it, the format, the filters used and the number of people. The content of the file is not logged. Profile-field values are never exported.

Coverage targets

A coverage target says how many people a group needs at a skill level: for example, the night shift needs three people at Proficient or better in forklift operation. It is a count of people, not a fourth level, so it sits beside the job-role requirements instead of replacing them.

Set a target

1. Open Groups and click the group.
2. Click the Coverage targets tab.
3. Choose the Skill, the Minimum level and the number of People needed (1 to 1,000).
4. Click Add target. To change a target, click Edit on its row, change the values and click Save target. Remove deletes it.

Only Owners and Admins (the group:edit permission) can change targets; anyone who can open the group sees them. Every change is recorded in the audit log.

Read coverage

Coverage counts the group’s active members who hold the skill at the minimum level or higher today. Each target has one of three statuses:

Managers and Group Admins see counts over the members they can see; a note says so on the tab.

When the matrix is filtered to one group with Group, the footer adds a Target line under each skill that has a target, for example Target: 1 of 3, coloured by its status.

Coverage targets by group (above the grid) opens the list of every target you can see. Filter it by Group or by status; each group name opens that group’s Coverage targets tab.

Weekly notice to group admins

Every Monday, the group’s admins receive one notice per group when one or more of its targets has become Uncovered since the last check. It names the skills and the counts, never the people. A target is announced once per uncovered spell: when it is met again and later falls short, it is announced again. Admins can turn the notice off in their notification preferences (Skill coverage target not met (group admins)).

Skills gap list

The gap list shows every skill your people hold below the level their job role requires, one row per person and skill, the riskiest first. Open it from the matrix with Skills gap list (above the grid). It uses the same filters as the matrix: filtering on a Job role keeps that role’s skills, as the matrix columns do.

Turning a page or clicking a factor chip reuses the list for up to a minute; click Apply filters to recompute it, for example after recording a sign-off.

How gaps are ranked

Each gap carries the risk factors that apply, shown as chips:

A gap’s rank is the sum of its weights. Equal ranks are ordered by the size of the gap (two or more levels below first), then by name. Click Why? on a row to see the factors behind its rank. The factor chips above the list also filter it and show how many gaps carry each factor.

Close a gap

Select gaps with the checkboxes. The actions apply to gaps on one skill at a time:

• Assign a course or path lists the published courses that map the skill at the required level or above, and the published paths that contain them, with the languages they are offered in. The ones offered in every selected person’s language come first. Choose one and click Assign. Each person is enrolled as with any enrollment (they are notified, and the usual enrollment rules apply). If no course maps the skill at that level yet, map one first in the course’s skill settings.
• Ask for a self-assessment sends each selected person a notice asking them to rate their own level in the skill. The row then shows the date the self-assessment was requested. A person is skipped, and counted in the message, when they were asked in the last 30 days and have not answered, have a self-assessment waiting for validation, already meet the requirement, are no longer required the skill, are inactive, or are you.
• Set a target gives each selected person the same development target in the skill: a level and a due date, with an optional note. An existing target in that skill is replaced. Each person sees it on their Skills tab and is reminded 14 days before the date (see the Skills guide).
• Record a sign-off (on each row) opens the person’s page, where the Skills panel records an observed on-the-job sign-off.

Assigning needs the permission to enroll people (Owners, Admins, Managers, Group Admins); asking for a self-assessment needs the permission to assign skills (skill:assign). Both stay inside the people you can see. Export CSV downloads the whole filtered list (not just the page) and is recorded in the audit log, like the matrix export.

Mark a skill as critical

In Skills → Skills Library, edit the skill and tick Critical skill. Its gaps rank first in the gap list, and its column in the matrix is marked Critical.

Training plans

A training plan turns gaps into dated training (ISO 10015’s “plan” step): the activities, the people each one covers, the planned hours and cost, and whether each gap actually closed. Open the plans from the matrix with Training plans (above the grid).

Start a plan

1. Click New plan.
2. Give it a name and a period (start and end), choose the groups it covers if any, and add a note if useful.
3. Click Create the plan.

You can also start one from the gap list: select gaps on one skill, click Add to a plan, choose a plan or a new one, choose the activity, and click Add to the plan. The people you selected become the activity’s participants, each with the level their job role requires.

Add activities

On the plan, click Add an activity:

Each activity has a status: Planned, In progress, Done or Cancelled. A cancelled activity no longer counts in the plan’s numbers.

Act on an activity

Adding someone to a plan assigns nothing. When you are ready:

• Assign to these people enrolls the participants in the activity’s course or path, as any enrollment (they are notified; the usual rules apply).
• Schedule a session creates a draft session in the activity’s classroom series. Publish it and register the people from the course.
• Make recurring assigns the course again to one of the plan’s groups at the interval you choose (needs Advanced automations).

Read the progress

For each person, the plan shows whether the training happened and, for an activity linked to a skill, the level before (when they were added), the level now, and the level required:

A gap closes only when a level is recorded, never by completion alone. At the top, the plan adds up the hours delivered against the hours planned, the share of gaps closed, the gaps still open and the estimated cost (one amount per currency), for the people you can see. People outside your scope are neither listed nor counted, and people whose account was deleted leave the plan’s figures.

Export PDF downloads the plan in your language, and the download is recorded in the audit log.

Who can do what

Deleting a plan keeps its record; enrollments and levels are never touched.

Configuration reference

Troubleshooting