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Configuring your organization's certifications

Declan Manning
Updated

Available for the following plans: Employment Lite, Employment Plus, Employment Unlimited
Available for the following HR plans: Standard, Premium, Platinum
Available for the following user access level: Admin   

Certification Settings enable you to manage your organization's certifications and request supporting documents, such as driving licences. This feature allows you to set the renewal period for mandatory certifications and edit the assignment of certificates. Utilizing the certification feature helps ensure compliance with industry regulations and verifies that employees hold the necessary certifications to work safely and legally.

We recommend using the Certifications Reporting feature to check outstanding certifications and manage the ones that have already been assigned to employees. For more details, please see the Further Information section of the article.

Create and configure certification settings

Add a certification and assign it to individuals
  1. Click the People menu and go to the Employees list.
  2. Click the name of the employee you need to assign.
  3. Under the Documents, click the Certification Settings submenu.
  4. Click on Manage certification settings.
  5. Click the Add Certification button.
  6. In the Certification details form, enter the following:
    • Certification name
    • Certification type:
      • Check
      • Licence
      • Qualification
      • Training
    • Description (Optional)
    • In the Additional information (Optional) tile, choose if you want to upload support documentation. The maximum uploaded file size allowed is 10MB, but you can upload multiple files.
    • Assign to. This is how you assign a certification to one or more assignees. This field is a dropdown that allows you to choose groups and/or individuals from the following categories:
      • All: Which covers every individual in both the All employees and All contractors demographics.
      • Groups
      • Work locations: One or more available locations should be available for you to choose).
      • Employees: You can click one or more of the available employee names from this category.
      • Contractors: You can click one or more of the available employee names from this category.
  7. Click the Next button.
  8. On the Configuration page, complete the following fields:
    • Is this certification mandatory or optional?
    • How often does the certification need to be renewed?
      • One-off
      • Expiry date
      • Renewing
    • Require personnel to provide supporting documentation?
    • Is approval required?
      • Managers
      • Groups
      • Locations
      • Individuals
    • Restrict security groups from accessing this certification on assignee files?
    • Add question regarding previous driving offences?
    • Add a certification number?

  9. Click the Save button.

    Warning

    After creating the certification, you will not be able to edit the certification type, mandatory or optional selection, and security groups restriction. We recommend reviewing these details before proceeding.

  10. Click the Create button.

Manage data

Filter displayed certifications via certification management
 
  1. Click the People menu and go to the Employees list.
  2. Under the Documents, click the Certification Settings submenu.
  3. Click the Manage certification settings.
  4. Click the Search/Filter bar.
  5. Filter your certifications based on the following:
    • Archived
    • Mandatory
    • Type
    • Assignees

  6. Click the Search button.

    Helpful Hint

    Alternatively, you can type the name of the certification you are looking for in the Search/Filter bar.

Filter certifications via the employee file
  1. Click the People menu.
  2. Click the Employees List submenu.
  3. Select the employee that you would like to view.
  4. Click the Certifications tab in the Document tile.
  5. Select the Filter button. You can filter certifications based on the following:
    • Certification name.
    • Expiry date.
    • Mandatory status.
    • Completion status.
    • Certification type.
    • Archived certifications.
  6. Click the Apply button..
View a certification's past version
  1. Click the People menu.
  2. Go to the Documents submenu.
  3. Click the Certification Settings submenu.
  4. Click the Manage certification settings.
  5. Click the name of the author whose version you want and a version history page will pop up.
Un-archive a certification
  1. Click the People menu.
  2. Go to the Documents submenu.
  3. Click the Certification Settings submenu.
  4. Click the Manage certification settings.
  5. Click the certification you need to un-archive.
  6. Click the Un-archive button.
  7. On the confirmation window, click the Un-archive button.

Edit data

Edit certification details

Important

You will not be able to save an edited certification if there are no assignees for the certification.

  1. Click the People menu.
  2. Go to the Documents submenu.
  3. Click the Certification Settings submenu.
  4. Click the Manage certification settings.
  5. Click the certification that needs to have assignees updated.
  6. In the Certification Details section, click the Edit button.

  7. Use the Certification Details form to edit the certification details.

    Important

    You cannot edit the certification type, mandatory or optional selection, or security groups restriction. These entries will all be greyed out accordingly. If you need to change these inaccessible details, you can archive this certification and create a new one.

  8. Click the Save button.
  9. Click the Confirm button.
     
Edit who a certificate is assigned to

The steps below explain how to assign or remove employees from a certification.

  1. Click the People menu.
  2. Go to the Documents submenu.
  3. Click the Certification Settings submenu.
  4. Click the Manage certification settings.
  5. Click the certification that needs to have its assignees updated.
  6. In the Assignees section, click the Edit button.
  7. Make the required changes and click the Save button.
  8. On the confirmation window, click the Confirm button.
Edit certification approvers
  1. Click the People menu.
  2. Go to the Documents submenu.
  3. Click the Certification Settings submenu.
  4. Click the Manage certification settings.
  5. Click the certification that needs approvers updated.
  6. In the Approvers section, click the Edit button.
  7. Make the required changes and click the Save button.

Remove data

Archive a certification
  1. Click the People menu.
  2. Go to the Documents submenu.
  3. Click the Certification Settings submenu.
  4. Click the Manage certification settings.
  5. Click the certification you need to archive.
  6. Click the Archive button.
  7. On the confirmation window, click the Archive button.
Delete a certification
  1. Click the People menu.
  2. Go to the Documents submenu.
  3. Click the Certification Settings submenu.
  4. Click the Manage certification settings.
  5. Click the certification you need to delete.
  6. Click the Delete button.
  7. In the Delete Certification window, type the exact certification name in the Certification name. and then click the Delete button.

Further information

The 12-month restriction on editing a certification's configuration

After a certification's creation, admins have 12 months to edit its configuration, which includes the following:

  • Frequency of renewal
  • Supporting documentation
  • Driving offence question

The 12-month restriction starts from the date the certification was created. After this period, admins will not be able to edit the configuration anymore, but they can still edit the certification details, assignees, and approvers. The 12-month restriction does not restart with every configuration edit. This means if an admin creates a certification on 1st January 2025, the 12-month mark is 31st December 2025, regardless of how many edits were made to the configuration within that period.

If an admin needs to edit the configuration after 12 months, we recommend archiving the certification and creating a new one. This means the 12-month countdown will still start on the day the certification was created.  

 
Certification actions on the platform that will trigger an email

The HR platform will send out an email for the following certification actions:

  • Assigning a certification to an employee.
  • Assigning a certification, which requires a manager's approval.
  • Approving or declining a certification assigned to an employee.
  • A certification assigned to an employee is no longer required.
  • A certification assigned to an employee expires in a week.
  • A certification has expired.

To learn more about what emails the HR platform sends out to users, please refer to this article: Which emails do we send out to our users via the HR Platform?

Certifications and disabled teams

You can not select disabled teams when assigning certifications. We will grey them out in the drop-down selection. Now, let's say you assign a certification to a team and then you disable that team. The team will still appear on the assignee list, and you can remove it, but you cannot re-select the record. The members of that team will still have the certifications in their personnel files. We will not archive them until they are no longer assignees.

Community questions

What is the difference between a one-off certification, certifications with an expiration date, and renewing a certification?

Certification renewal can be set for one of three different settings: one-off, with an expiry date, or with a recurring/renewal period.

  • One-off: Upon the successful completion of the certification, the employee will be granted the certification, and it will be valid for an indefinite period. For example, an employee can earn a First Aid Certification, which does not have an expiry date.
  • Expiry date: The certification is given a date for which it will expire, and will need to be renewed, or reapplied ‌after a specified date. For example, a White Card expires if the employee has not held a position requiring a White Card for two consecutive years.
  • Renewed: The certification will need to be renewed after a specified time. For example, a First Aid Certificate does not have an expiry date; however, a renewal is recommended every three years. You can set a renewal date if you would like the employee to take a refresher course.

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