Managing Abilities in Easy Employer - NextJS

Updated 2026-10-21 02:06:16 UTC Created 2026-10-02 06:51:33 UTC

Learn how to find and manage abilities in Easy Employer, including updating ability settings, assigning abilities to employees, setting expiry reminders, linking abilities to roles and understanding how abilities affect roster suitability.

Category: System Guides > The Ability System

Contents

Overview

An ability is a qualification or skill that a user may need to perform their role or a rostered shift. Easy Employer uses abilities to help rostering leaders assign shifts to appropriately qualified staff and identify when a user's ability has expired.

The Abilities page has a refreshed interface. The functionality described in this article, including search, permissions, settings, users, reminders and role linking, works the same way as before. Only the appearance has changed.

Easy Employer Abilities page showing the updated interface

Finding an Ability

  1. Select Organisation.
  2. Select Abilities.
  3. Use the search bar to find an ability by name or code.
  4. Use the pagination buttons to move between pages.

Abilities list with search and pagination controls

NOTE: What you can see and do on this page depends on your permissions. The Create button appears only if you have create access. Editing an ability requires update access. The Add User option appears only if you have permission to add users to abilities.

Managing an Ability's Settings

Select an ability from the list to open it. The ability opens on the Settings page.

You can view or update the following settings:

  • Name: The name of the ability.
  • Code: The code used for exports and reporting.
  • Default Expiry: How long the ability is valid for by default when assigned to a user.
  • Linked to Pay: Toggle this setting as required.
  • Visible to Employee: Toggle this setting as required.

Select Edit Ability to make changes.

Ability settings and Edit Ability option

Adding and Removing Users from an Ability

Add users to an ability

  1. Open the ability and select Users from the side menu.
  2. Select Add User.
  3. Select one or more employees to add.
  4. Set a start date. This defaults to today. You can also set an expiry date. If you leave the expiry date blank, the ability's default expiry will be used.
  5. Add any relevant Notes, if needed. For example, Company Paid Training.
  6. Save to add the selected users to the ability.

Adding users to an ability, including start date, expiry date and notes

Remove users from an ability

  1. Select the checkbox next to each user you want to remove.
  2. Select Remove Selected User.
  3. Choose whether to preserve the users' ability history or remove it entirely, then confirm.

Setting Up Reminders

Reminders notify managers and/or employees before an ability expires.

  1. Open the ability and select Reminders from the side menu.
  2. Select Add Reminder.
  3. Choose how many days before the ability expires the reminder should be sent.
  4. Choose who should receive the reminder: Manager or Employee.
  5. Save the reminder.
TIP: There is no combined recipient option. If both managers and employees need notifications, create a separate reminder for each. You can add multiple reminders to the same ability, such as one for managers and another for employees, each sent five days before expiry.

Ability reminder settings for choosing the notification timing and recipient

Linking Abilities to Roles

NOTE: The Roles tab appears only if your organisation has the Ability Role Linking module enabled. To check this setting, go to Admin > Organisation Settings. Contact your administrator or Easy Employer Support if you want this module enabled.

To link an ability to a role:

  1. Open the ability and select Roles from the side menu.
  2. Select Add Role to Ability.
  3. Select the role you want to link to the ability.
  4. Mark the ability as Required or leave it as Available for that role.
  5. Save your changes.

Linking an ability to a role and setting the ability as Required or Available

How Abilities Affect Rosters

When an ability is linked to a role, its setting affects employee suitability on the roster:

  • Required: Employees without the ability still appear on the roster, but their suitability for that role is shown as 0%.
  • Available (not required): Employees without the ability can still be rostered, and their suitability percentage is not affected.

Roster example showing how an employee's ability affects suitability

Need More Help?

Contact Easy Employer Support at support@easyemployer.com or call 1300 855 642. Include details of your organisation and the ability you need help with.

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