How do I manage and/or acknowledge assigned certifications via the HR platform?

Available for the following HR plans: Standard, Premium, Platinum
Available for the following user access levels: Employee    , Manager    , Admin    

The Certification feature allows your employees to complete their assigned certifications, update the data if it expires, and view a history log of their uploaded documentation. Managers can 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 an admin has created and assigned the records via the Certification Settings feature. 

Getting started

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   Personnel menu.
  2. Click the Employees submenu.
  3. Select the employee that needs a certification completed.
  4. Click the Certifications tab.
  5. Click the Actions button.
  6. Click the Update button.
    screenshot of the certifications page, highlighting the actions dropdown and update buttons for a certification
  7. Complete the following fields:
    • Any driving offences/accidents/cancellations.
    • Completion date.

    Helpful Hint

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

    • Supporting documentation.

    Helpful Hint

    To add a supporting document, click the Choose File button, 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.

  8. Click the Save button.
    screenshot of the update certification popup, highlighting the save button
Approving a certification
  1. Click the   Personnel menu.
  2. Click the Employees submenu.
  3. Select the employee that needs a certification approved.
  4. Click the Certifications tab.
  5. Click the Actions button.
  6. Click the Review button.
    screenshot of the certifications page, highlighting the actions dropdown and review buttons for a certification
  7. Click the Approve button.
    screenshot of the review certification popup, highlighting the approve button
Declining a certification

Important

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

  1. Click the   Personnel menu.
  2. Click the Employees submenu.
  3. Select the employee that needs a certification declined.
  4. Click the Certifications tab.
  5. Click the Actions button.
  6. Click the Review button.
    screenshot of the certifications page, highlighting the actions dropdown and review buttons for a certification
  7. Click the Decline button.
    screenshot of the review certification popup, highlighting the decline button
  8. Enter the reason for declining the certification, and click the Confirm button.
    screenshot of the decline certification popup, showing the reason for declining textbox and highlighting the confirm button

Maintain

View a certification supporting document history
  1. Click the   Personnel menu.
  2. Click the Employees submenu.
  3. Select the employee whose certificate you wish to view.
  4. Click the Certifications tab. 
  5. Click the Actions button.
  6. Click the View button.
    screenshot of the certifications page, highlighting the actions dropdown and view buttons for a certification

    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.

    screenshot of the view certification popup, highlighting the certification's supporting document history

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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  • Can you supply information on what the employee will receive when their certification is approved or declined?

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  • Hi Claire Barzan when a manager approves and/or declines an employee's certification the HR platform will email said employee letting them know this occured. You can see the list of certification emails the HR platform sends out in the following What emails do we send out to our users via the HR Platform article.

     
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