The matrix is always out of date
A training matrix maintained by hand is accurate on the day it is issued and drifting by the end of the week. Nobody knows which cell is stale until an auditor points at it.
Human Resources
The people record everything else reads from
Who works here, what they are qualified to do and when they are available — held once, and checked automatically by the permit, the work order and the journey plan.
Eight tools · Shared personnel records · Feeds HSEQ, Maintenance and Logistics
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Before Caspian ERP
Competence lives in a spreadsheet nobody trusts
In field operations the cost of a stale training record is not administrative. It is a person on a job they are no longer certified for.
Certificates expire quietly
A rope-access ticket or a medical that lapsed last month does not announce itself. It surfaces when a supervisor is standing at the worksite with a crew already mobilised.
Leave is agreed in messages
Approvals happen in chat, balances are argued from memory, and the person planning next month’s rotation has no single place to look.
What it does
One personnel file, read by the whole platform
HR is not a silo here. The same record that holds a certificate is the record a permit checks before it lets someone sign.
Personnel files that hold the whole picture
Every employee has one record: department, job title, contract details, documents, emergency contacts and history.
- Departments and job titles as structured fields, not free text
- Documents attached to the person — contracts, certificates, ID
- Emergency contacts kept where a supervisor can actually find them
- CSV import and export so you can arrive with your existing list
Leave with approval and a real balance
Requests are raised, routed and approved in one place, and the balance updates itself.
- Requests with type, dates and reason, routed for approval
- Balances calculated rather than remembered
- A team calendar showing who is away and when
- Rotation-friendly: leave sits next to the roster, not in another system
Training that produces evidence
Modules, scheduled sessions, recorded attendance, and certificates that carry an expiry date.
- Training modules with validity periods and required job titles
- Sessions with trainer, location, date and attendee list
- QR-code attendance capture for toolbox talks and inductions
- Certificates stored against the person, not in a shared drive
A competency matrix that maintains itself
The matrix is a view of the underlying records, so it is current by definition.
- Person against training module, filled from real attendance
- Expired and expiring-soon states visible at a glance
- Filter by department, job title or site before a mobilisation
- The same data gates permits, work orders and journeys elsewhere
From new hire to a signed-off competency
The same chain runs for an employee and for a contractor brought in through Procurement.
Personnel file
Job title
Required modules
Session booked
Attendance
Matrix updated
Every tool in the module
Eight tools, one employee record
Everything in the HR module, and what each part is for.
Personnel
The employee register — departments, job titles, contract details, documents, emergency contacts and status.
Leave Management
Requests, approvals, balances and a team calendar, so absence is planned rather than discovered.
Job Titles
Structured roles that carry their own training requirements — change the title, and the required modules follow.
Training Overview
The state of competence across the organization: what is current, what expires soon, what has lapsed.
Training Modules
The catalogue of courses and inductions, each with a validity period and the job titles that need it.
Training Sessions
Scheduled deliveries of a module — trainer, date, location and the people booked onto it.
Training Matrix
People against modules in one grid, built from attendance records rather than typed in by hand.
Attendance
QR-code capture for sessions and toolbox talks — people scan, and the matrix updates without a sign-in sheet.
Connected, not bolted on
The reason competence stops being paperwork
A training record that only lives in HR is an archive. One that other modules read is a control.
HSEQ checks it before a signature
Permits to work, lifting plans and risk assessments are signed by named people — and the people are the same records HR holds.
Maintenance assigns by qualification
A work order goes to a technician, and that technician’s certificates and calibration competence sit on their personnel file.
Contractors held to the same rule
Vendor personnel are tracked with the same competency requirements as employees, so a contract crew is not a blind spot.
Who lives in it
Built for the people who actually keep the records
Three very different jobs, one set of data.
HR coordinator
Owns the personnel register, processes leave, keeps documents current and answers the audit question without a week of preparation.
Training officer
Schedules sessions, records attendance by QR scan, and watches the expiry list rather than rebuilding a matrix each month.
Line supervisor
Checks before mobilising a crew whether every person on it is current, and sees who is on leave next rotation.
Yours to shape
Configure HR to your organization
The module ships with sensible defaults, and an administrator can reshape most of it without contacting us.
- Define your own departments and job titles, and the training each title requires
- Set validity periods per training module, so expiry warnings match your standard
- Decide who approves leave, and who may see another department’s records
- Switch individual tools off — an organization with no formal training programme can hide the matrix entirely
- Grant read / create / update / delete separately per tool, so a coordinator can edit while a supervisor only reads
Human Resources · Settings
| Setting | Value |
|---|---|
| Personnel visible to | Own department |
| Leave approval | Line manager |
| Certificate expiry warning | 60 days |
| Attendance capture | QR code |
| Contractor personnel | Included in matrix |
Human Resources questions we get asked
Can we import our existing personnel list?
Yes. Personnel supports CSV import and export, so you can arrive with the spreadsheet you already maintain. Job titles and departments are created as structured records, so it is worth agreeing those before the first import.
Do contractors go in HR or Procurement?
Contractor personnel live in the Procurement module, because they belong to a vendor rather than to your payroll — but they are tracked with the same competency requirements as employees and appear in the same checks. Nobody gets to be a blind spot because of where their contract sits.
Who can see salary or contract documents?
Only the roles you allow. Every tool carries its own read / create / update / delete permissions, and permissions are enforced server-side. A supervisor can be given the training matrix without being given personnel documents.
Does the training matrix update automatically?
Yes. The matrix is a view over training modules, sessions and attendance records rather than a document someone maintains. Record attendance — by QR scan or by hand — and the cell changes.
Can people request leave from their phone?
Yes. The app is responsive and works on a phone browser, which is also how QR attendance capture is designed to be used in the field.