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Manage assigned certifications

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 levels: Employee    , Manager    , Admin    

Certifications Settings enable you to manage your organization's certifications and request supporting documents, such as driving licences and qualifications. This feature allows you to set the renewal period for mandatory certifications and edit their assignment. Utilizing the certification feature helps ensure compliance with industry regulations and verifies that employees hold the necessary certifications to work safely and legally. A manager can also use this feature to view and then approve and/or decline an employee's submitted certification.

Certifications will only appear within an employee's file if your admin has created and assigned the records via the Certification Settings feature.

Managing your own certificates

Updating a certification

Helpful Hint

You can only complete a certification when the status shows as outstanding. To read further details on the various certification statuses, refer to the following article section.

  1. Click the People menu.
  2. Click the Profile submenu.
  3. Click the Certifications tab in Documents.
  4. Click the three horizontal dots button.
     

  5. Click the Edit button.
    Complete the following fields:

    • Issue/Expiry date.

    Helpful Hint

    Depending on the certification type assigned to the employee, the field will either say Issue Date or Expiry Date.

    • Supporting documentation.

    Helpful Hint

    To add a supporting document, click the Document button under Documents, then upload the required file. Once the supporting documentation has been successfully uploaded, the platform will automatically save the file. The maximum uploaded file size allowed is 10Mb.

  6. Click the Save button.
     

Managing certificates as a manager or admin

Updating a certification

Helpful Hint

You can only complete a certification when the status shows as outstanding. To read further details on the various certification statuses, refer to the following article section.

  1. Click the People menu.
  2. Click the Employees list submenu.
  3. Select the employee who needs a certification completed.
  4. Go to Documents, then click the Certifications tab.
  5. Click the three horizontal dots button.
     

  6. Click the Update button.
    Complete the following fields:

    • Issue/Expiry date.

    Helpful Hint

    Depending on the certification type assigned to the employee, the field will either say Issue Date or Expiry Date.

    • Supporting documentation.

    Helpful Hint

    To add a supporting document, click the Document button under Documents, then upload the required file. Once the supporting documentation has been successfully uploaded, the platform will automatically save the file. The maximum uploaded file size allowed is 10Mb..

  7. Click the Save button.
     
Approving a certification
As an admin, you cannot approve your own certification. Instead, another company admin will need to approve this for you.
  1. Click the People menu.
  2. Click the Employees list submenu.
  3. Select the employee who needs a certification completed.
  4. Go to Documents, then click the Certifications tab.
  5. Select the Filter button.
  6. You can filter certifications in the status field.
  7. Click the Review button.
  8. Click the Approve button.
     
Declining a certification

Important

You can decline certifications that have either an In-Review or Active status message.

  1. Click the People menu.
  2. Click the Employees list submenu.
  3. Select the employee who needs a certification completed.
  4. Go to Documents, then click the Certifications tab.
  5. Select the Filter button.
  6. You can filter certifications in the status field.
  7. Click the Review button.
  8. Click the Approve button.
  9. Click the Decline button.
  10. Enter the reason for declining the certification, and click the Confirm button.

Maintain

View a certification's supporting document history
  1. Click the People menu.
  2. Click the Employees list submenu.
  3. Select the employee who needs a certification completed.
  4. Go to Documents, then click the Certifications tab.
  5. Click the Certifications tab.
  6. Click the three horizontal dots button.

  7. Click the View button.

    Helpful Hint

    You will now see the certification details on your screen and a submission time and date log for each piece of supporting documentation associated with this certification. You can click on the documentation link to view the details of this documentation.

Filter viewed 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 Documents.
  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. Select Apply.

Further information

Definitions: Certification status
Active. Employee has completed the certification and all the details are valid.
In review. Employee has completed the certification; however, it requires a primary or secondary manager to approve or decline it. 
Outstanding. Employee has not yet completed the certification.
Declined. The employee's manager has declined the Certification.
Expired. The certification is no longer valid because of its expiry or renewal date. 

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