Set Up Requirement Sets

Q: Staff suddenly showing as not meeting the set

A pathway may have reached its Accepted until date. Staff need to meet one of the remaining pathways.

Some requirements can be met in more than one way. A trainer might hold the current TAE qualification or an older version that’s still accepted for a while. A requirement set lets you list each acceptable pathway — staff only need to meet one of them.

When to Use This

A qualification or unit is required — even a single one, like TAE40122. Requirement sets are the only way to require a training product.
Different versions are accepted — for example, TAE40122 or TAE40116
A training product or a certificate will do — for example, First Aid (see the example below)
An older credential is being phased out — keep accepting it until a set date, then stop

For a single licence, check or certificate, use a required document instead — see Position Document Requirements.

Creating a Requirement Set

Go to Settings → Requirement sets and select Add requirement set

Give it a name, like “Trainer qualification”

In the first pathway, add the documents or training products that meet it

If a pathway needs more than one credential, add each one — staff need all of them.

Select + Add alternative pathway (OR) for each other acceptable option, then select Create requirement set

Apply the set to a position in Settings → Positions, or to one staff member through Manage Requirements

Refresh Periods and End Dates

Two optional settings change what counts:

Must be refreshed every … months — set on a credential in a pathway. The document must have been issued within that many months, even if it hasn’t expired. Useful for things like CPR that you want refreshed more often.
Accepted until — set on a pathway. After that date, the pathway stops counting. From six months out, staff relying on it show as Upcoming credential sunset, so you have time to plan.

Training products in a requirement set match the exact code you add — or, for a unit, a qualification that contains it. Superseded versions aren’t matched automatically, so if you accept an older version, add it as its own pathway.

Example: First Aid

First Aid is both a unit on training.gov.au and a certificate that expires. A requirement set lets staff upload it either way:

Pathway 1: the training product HLTAID011, with Must be refreshed every … months set to your refresh period (for example, 36 months)
Pathway 2: your First Aid document type, set up as an Expiring Credential

Only the certificate pathway sends expiry reminders. A training product has no expiry date, so without a refresh period an HLTAID011 upload would keep the requirement met forever. With one, the requirement simply shows as expired once the certificate is too old — with no reminder beforehand.

If you still accept an older First Aid unit, add it as another pathway with an Accepted until date.

What Happens Next

Staff who don’t meet the set yet see it in their requirements, with the pathways that would meet it
Only an upload that matches one of the pathways clears the set — A training product for a training product in the pathway, or A certification, licence, or check with the matching type for a document in it
Anyone who doesn’t meet any pathway shows as a compliance issue on your dashboard and the Staff Document Compliance report

Common Issues

Trainer holds the qualification but still shows an issue

Check the document is verified. For a qualification, also check it’s the exact code in the pathway, and that it was issued within any refresh period you set.

Staff suddenly showing as not meeting the set

A pathway may have reached its Accepted until date. Staff need to meet one of the remaining pathways.