Quick answer
Use this guide to understand compliance, prepare the right records, and complete the workflow in 5 clear steps.
Start here
What this guide helps you do
- You need to prevent unqualified officers from working regulated posts.
- You need expiration alerts and renewal workflows.
- You need documented waivers for temporary exceptions.
Access
Before you start
What you can view or change depends on your Arcova role. If a button or page in this guide is missing, ask an account administrator to check your access.
- Compliance managers define credential types and requirements.
- Supervisors can submit or approve exceptions based on permission scope.
- Schedulers see enforcement output but cannot override blocked assignments without exception rights.
Know the pieces
What Arcova keeps track of
These are the records you will see in this area. You do not need to memorize them—use this list when a field or status is unfamiliar.
Credential Type
Template used by employee credentials and post requirements.
- Information you will see
- Name, renewal interval, grace rules, verification requirement.
- Statuses it can move through
- Active or retired.
Employee Credential
Belongs to an officer and references a credential type.
- Information you will see
- Issue date, expiry date, document references, verifier.
- Statuses it can move through
- Valid, expiring, expired, revoked.
Requirement Rule
Applied to post, site, or contract context.
- Information you will see
- Required credential list and enforcement mode.
- Statuses it can move through
- Draft or active.
Exception
Temporary override tied to an officer and requirement.
- Information you will see
- Reason, approver, validity window.
- Statuses it can move through
- Requested, approved, expired, revoked.
Step by step
Follow the workflow
- 1
Define credential types and attach required evidence rules.
- 2
Assign requirement sets to posts, contracts, or sites.
- 3
Upload or verify employee credentials with dates and documents.
- 4
Run assignment checks during scheduling and claim workflows.
- 5
Process exceptions when temporary overrides are approved.
Arcova in the background
What happens automatically
Arcova may update connected records, notify the right people, or check rules while you work.
Updates after a change
Other records that may change when you save or approve work.
- Requirement updates immediately affect future assignment eligibility.
- Credential status changes update compliance dashboards.
- Exception actions generate immutable audit events.
Who gets notified
Messages Arcova may send during this workflow.
- Officers receive renewal reminders before expiration.
- Supervisors receive pending exception approvals.
- Managers receive daily summaries of expired credentials.
Checks Arcova performs
Rules and safeguards that may run before an action is completed.
- Assignment checks query current credential status in real time.
- Expiration jobs recalculate risk buckets and alert windows.
- Revoked credentials invalidate dependent assignment eligibility.
See it in context
A practical example
Situation
A courthouse post requires active armed guard license and CPR certification.
- 1
Compliance manager creates both requirement rules in block mode.
- 2
Scheduler attempts to assign an officer with expired CPR.
- 3
Assignment is held back and a renewal task is created.
- 4
Supervisor grants a 24-hour exception with justification during active renewal.
- 5
System auto-expires the exception and re-enforces standard rules.
Expected result
Coverage stays compliant with a clear record of temporary risk acceptance.
Avoid rework
Common problems to check
- Warn mode still permits scheduling and can hide policy drift if overused.
- Backdated credential edits can reopen prior compliance findings.
- Expired exceptions do not retroactively invalidate completed shifts.
- Multi-tenant boundaries prevent sharing credential records across companies.
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