# Records and service record

Certifications, training, notes and disciplinary records, plus each member's role history and initial training.

Every profile carries the member's records: what they're qualified for, what they've learned, and
notes and disciplinary records kept by their managers. It also carries their **service record**:
their role and how it changed over time.

## Who sees what

| Record                      | Member                                   | Their managers  | Other members | Super Users |
| --------------------------- | ---------------------------------------- | --------------- | ------------- | ----------- |
| Certifications and training | ✓                                        | ✓ (any manager) |               | ✓           |
| Notes                       | Depends on the note's visibility (below) | ✓               |               | ✓           |
| Disciplinary records        | ✓                                        | ✓               |               | ✓           |
| Role and time in role       | ✓                                        | ✓               | ✓             | ✓           |
| Role history                | ✓                                        | ✓               |               | ✓           |

"Their managers" means managers in the member's reporting line. View-only people never see records.

## Certifications

Licences, qualifications and anything with an expiry date. Each has a **Name**, **Issuer**, **Issued
on** and **Expires on** date. Crew works out the status for you:

- **Valid**: no expiry date, or more than 30 days left.
- **Expiring**: expires within 30 days. The member and their manager get one reminder.
- **Expired**: the date has passed.

Managers can see every certification in their line, expired and expiring first, on the
[Leave page](/crew/leave#certification-report).

## Training

Courses and sessions, with **Name**, **Provider**, **Status** (**completed**, **in progress** or **not
started**), **Completed on** and an optional **Score**. Trainings completed through the
training catalog are added here automatically.

## Adding certifications and training

- **Members** add their own with **Request** on their profile. It goes to their manager and is
  added once approved.
- **Managers** (in the reporting line) and **Super Users** add, edit and remove them directly.

## Notes

Free-form notes about a member, for example from a check-in. Each note has a **Visible to** setting:

- **The employee & their managers**: the member sees it too, and is notified.
- **Managers in the reporting line**: hidden from the member.
- **Only me (and Super Users)**: private to the author.

Notes can be removed by their author or a Super User.

## Disciplinary records

Warnings and other formal actions, each with a **Title**, **Type** (warning, verbal, written, final,
suspension, termination or other), **Severity** (low, medium, high or critical), a **Description**
and a **Date**. The member is notified when one is added.

Managers in the line can update a record's **Status**: **active**, **resolved**, **expired** or
**appealed**. Only Super Users can remove a disciplinary record.

> [!NOTE]
> Notes and disciplinary records are sensitive. They're never included in exports, the API, webhooks
> or the public staff directory.

## Service record

The service record sits at the top of every profile:

- **Role**: their current role (shown as their title).
- **Time in role**: since their last role change.
- **Time in service**: since their hire date.
- **Last promotion**.
- **Initial training**: **not started**, **in progress**, **passed** or **failed**, with the date it
  was completed.
- **Discord ID**: the linked account.

### Changing someone's role

Managers in the reporting line and Super Users can change a member's role:

- from the member's profile, with an optional reason;
- with `/crew promote @someone role [reason]` in Discord; or
- by giving them the linked Discord role, and Crew follows (see
  [Roles and access](/crew/roles-and-access#discord-and-crew-stay-in-sync)).

Every change (promotion, demotion, first assignment or removal) is kept in the **role history** with
its date, reason and who made it ("Discord" when it came from Discord). Role changes don't send a
notification. Managers can only give roles up to their own access level, and nobody can change
their own service record.

**Initial training** status is set from the profile by managers in the line and Super Users.

Source: https://docs.noyralabs.com/crew/records