Employees
Record professional certifications
Keep each employee's professional certificates with the issuing body, number, dates and a scanned copy, and know which ones are about to expire.
3 min readLast updated
In this article
Many roles depend on a valid certificate: a safety officer, a forklift driver, an accountant with a professional licence, an engineer with a vendor certification. Record these certificates here so you know who holds what, can show proof during an audit, and renew them before they lapse.
Add a certification
Open People › Employees › Skill Certifications and select New Certification.
Choose the Employee and enter the Certification Name.
Add the Issuing Body and the Certification No. if the certificate has them.
Enter the Issue Date. It is required.
If the certificate expires, switch on Has Expiry and enter the Expiry Date. It must be later than the issue date.
Attach the scan under Certificate Document: a PDF, JPG or PNG file of up to 5 MB.
Select Save.
A new certification starts in the Active status.
Find and maintain certifications
The list shows Certification Name, Employee, Issuing Body, Certification No., Issue Date, Expiry Date and the status, sorted by expiry date so the soonest to expire come first. Use Search certifications… to find one. Only certificates of active employees are listed.
From the row's actions menu you can:
Edit the certificate. On the edit form you can also change the status to Active, Expired, Renewed or Revoked. Uploading a new file replaces the existing document.
Download Document to open the attached scan.
Delete the certificate after confirming. This cannot be undone.
When a certificate is renewed
Record the renewal as a new certificate with the new dates and scan, and set the old one to Renewed. The history then shows both certificates, and only the current one counts as active.
Expiry reminders
While an active certificate with an expiry date is within 90 days of expiring, the system reminds the employee through their self-service login, with further reminders as the date gets closer. Certificates set to Expired, Renewed or Revoked are not reminded. The employee must be linked to a login to receive reminders; see add an employee.
Common questions
What is the difference from employee documents? Employee documents are for official papers such as contracts and passports, with versions. Certifications describe a qualification: who issued it, its number and its validity.
Why can I not change the employee on a certificate? The employee is fixed once the certificate is saved. Delete it and record it again under the right employee.