What it is
A clearance type is the template for a credential. It defines what a ticket, licence, screening or medical actually is: its name, its category, its issuing authority, how long it stays valid, and whether holding it requires a formal verification. Every individual clearance a worker holds is an instance of one of these types, and inherits its rules.
Getting the catalogue right is what makes everything else automatic. Set a validity period once, and every clearance of that type calculates its own expiry; mark a type as requiring verification, and Hexis will hold instances in a pending state until they are checked. You draft a type, activate it when it is ready to use, and retire it when it is no longer needed — so the catalogue stays a true list of what your organisation tracks.
When to use it
- You are onboarding a new credential your workforce must hold
- A ticket’s validity period or rules have changed
- You want to require verification on a particular credential
- You are retiring a credential you no longer track
- You are setting up the catalogue for a new industry or contract
How it works
Step by step.
- 1
Open the catalogue
The types table lists every credential your organisation defines, with its category, code, authority and status.
- 2
Create a new type
Add the credential’s name, choose a category — security clearance, licence, certification, medical, screening or other — and give it a code and issuing authority.
- 3
Set the validity period
Enter how many months the credential stays valid. Every clearance of this type will calculate its expiry from this number.
- 4
Decide on verification
Choose whether holding this credential requires a verification step. If so, instances stay pending until someone checks the evidence.
- 5
Activate the type
Save it as a draft to refine, then activate it to make it available for granting to workers.
- 6
Retire when finished
When a credential is no longer tracked, retire its type so it stops appearing for new grants without disturbing existing records.
Worked example
Follow it through.
The scenario
Brightwater Health now requires every care worker to hold an annual manual-handling certificate.
- 1 Open the clearance-type catalogue and choose New.
- 2 Name it Manual Handling Certificate, category Certification, authority "Approved training provider".
- 3 Set the validity period to 12 months and mark it as requiring verification.
- 4 Save it as a draft, review the details, then activate it.
- 5 Grant the new type to the first care worker, Aisha Rahman, to confirm the expiry calculates correctly.
The result
Manual Handling Certificate is now an active clearance type with a 12-month validity, and every care worker granted it will auto-calculate its expiry and sit pending until verified.
Tips & notes
Good to know.
- Set the validity period carefully — it drives every expiry and renewal date downstream, so a wrong number quietly mis-dates the whole workforce.
- Drafting first lets you build a type out fully before it goes live; nothing can be granted against a draft.
- Retiring, not deleting, is the right move for a credential you no longer use — existing records and history stay intact.
- Mark high-assurance credentials as requiring verification so they cannot silently count as held without a documented check.
- A retired type still appears in historical records and the audit trail, which is exactly what you want for past compliance.
When you’re done
Your catalogue lists exactly the credentials your organisation tracks, each with the validity and verification rules that make expiry and currency automatic.