Manage competency roles

Competency roles allow the Site Administrator to define groupings of skills that can be applied to positions across the organisation. Each competency role can have one or more skills assigned to it, and once a skill is assigned to a competency role, it is automatically applied to all positions associated with that role.

To view and manage competency roles, follow these steps:

1. Navigate to Quick-access menu > Skills (/totara/hierarchy/framework/index.php?prefix=competency).

2. From the left-hand menu, select Competency roles.

A list of existing competency roles is displayed. From this list, the administrator can add, edit, delete or manage individual competency roles.

Create a competency role

To set up a new competency role, follow these steps:

1. Navigate to Quick-access menu > Skills (/totara/hierarchy/framework/index.php?prefix=competency).

2. From the left-hand menu, select Competency roles.

3. Click Add competency role.

4. Configure the settings.

5. Click Add new competency role to save the competency role.

Once you’ve created the competency role, you can start assigning skills to the role.

Edit a competency role

To edit an existing competency role, follow these steps:

1. Navigate to Quick-access menu > Skills (/totara/hierarchy/framework/index.php?prefix=competency).

2. From the left-hand menu, select Competency roles.

3. Locate the competency role to be edited.

4. Click the three-dot icon () next to the role and select Edit.

5. Configure the settings as required.

6. Click Save changes.

Delete a competency role

1. Navigate to Quick-access menu > Skills (/totara/hierarchy/framework/index.php?prefix=competency).

2. From the left-hand menu, select Competency roles.

3. Locate the competency role to be deleted.

4. Click the three-dot icon () next to the competency role and select Delete.

5. In the confirmation dialog, choose one of the following options for the existing skill assignments associated with this competency role:

   • Skill assignments should remain active: The competency role is deleted and can no longer be assigned to positions, but existing skill assignments remain active in all associated positions.

   • Archive skill assignments: The competency role is deleted, and existing skill assignments remain visible in associated positions with the Archived status.

   • Delete skill assignments: The competency role is deleted, and all skill assignments associated with it are removed from the affected positions.

6. Click Proceed to confirm the deletion.

One of the available options must be selected before the deletion can be confirmed.

Assign skills to a competency role

To assign skills to a competency role, follow these steps:

1. Navigate to Quick-access menu > Skills (/totara/hierarchy/framework/index.php?prefix=competency).

2. From the left-hand menu, select Competency roles.

3. Click the name of the relevant competency role.

4. Click Assign skills.

5. Select the skills to be assigned.

6. Click Add to confirm.

The selected skills are automatically assigned to all positions associated with the competency role.

Unassign skills from a competency role

To unassign skills from a competency role, follow these steps:

1. Navigate to Quick-access menu > Skills (/totara/hierarchy/framework/index.php?prefix=competency).

2. From the left-hand menu, select Competency roles.

3. Click the name of the relevant competency role.

4. Locate the skill to be unassigned.

5. Click the three-dot icon () next to the skill and select Unassign skill.

6. In the confirmation dialog, choose what should happen to the existing skill assignments in positions associated with this competency role, as described in the table below.

7. Click Proceed to confirm the deletion.

One of the available options must be selected before the removal can be confirmed.

Competency role settings

When creating or editing a competency role, you can configure the following settings.

Competency roles permissions

There is a single capability allowing users to manage competency roles.

Next steps

• Assign competency roles to positions