How to manage my organisation's certification settings via the HR platform

Available for the following HR plans: Standard, Premium, Platinum
Available for the following user access level: Admin   

Certification Settings lets you set up your organisation's certifications and ask for supporting documentation, such as a COVID-19 vaccination check. You can specify the certification renewal period, if it is mandatory, and its assignees. You can also view a certification's past version or delete records you no longer need. To read more about how employees can upload certifications and how managers can approve them, refer to this article.

Important

Please go to the Further information section of this article to learn about:

  • The 12-month restriction placed on when you can edit a certification's configuration.
  • Certifications created before February 2023 not falling under this rule.

HR Best Practice

Your organisation can use the certification feature to make sure you are operating in compliance with the relevant regulations in your industry. It can also help you see to it that your employees have what they need to operate safely and legally. We recommend regularly using the Compliance Report to track your organisation's outstanding certifications.

  Interactive learning

Click here for an interactive demo
Watch a video

Getting started

Add a certification
  1. Click the  Settings menu.
  2. Under General Settings, click the Certification Settings submenu.
  3. Click the Add certification button.
    screenshot of the certification settings page, highlighting the add certification button
  4. On the Certification details page, enter the following:
    • Certification name.
    • Certification type:
      • Check.
      • Licence.
      • Qualification.
      • Training.
    • Description.
    • County.
    • Click the  button to upload any additional information.

      Helpful Hint

      The maximum uploaded file size allowed is 10MB, but you can upload multiple files.

    • Assign to:
      • All.
      • Teams.
      • Work locations.
      • Employees.
      • Contractors.

      Important

      To learn more about certifications for disabled teams, please refer to the Certifications and disabled teams tab in the Further information section of this article.

  5. Click the Next button.
    screenshot of the certification details screen, highlighting the next button
  6. 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.
      • Location.
      • Teams.
      • Employees.
    • Restrict security groups from accessing this certification on assignee files?
    • Add question regarding previous driving offences?
  7. Click the Save button.
    screenshot of the configuration screen, highlighting 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.

  8. Click the Create button.
    screenshot of the creation confirmation popup, highlighting the create button

Data management

Filter displayed certifications
  1. Click the  Settings menu.
  2. Under General Settings, click the Certification Settings submenu.
  3. Click the Search/Filter bar.
    screenshot of the certification settings page, highlighting the search slash filter field
  4. Filter your certifications based on the following:
    • Show archived certifications.
    • Type.
    • Mandatory.
    • Assignees.
  5. Click the Search button.
    screenshot of the search filters in the certification settings page, highlighting the search button

    Helpful Hint

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

    screenshot of the certification settings page, highlighting the search slash filter field
View a certification's past version
  1. Click the  Settings menu.
  2. Under General Settings, click the Certification Settings submenu.
  3. Click the name of the author for the version you want to view.
    screenshot of the certification page, highlighting the name of a cert version's author

    Helpful Hint

    You can now see the details of the certification's version.

    screenshot of the version history modal
Un-archive a certification
  1. Click the  Settings menu.
  2. Under General Settings, click the Certification Settings submenu.
  3. Click the certification you need to un-archive.
  4. Click the Un-archive button.
    screenshot of the archived certification page, highlighting the unarchive button
  5. Click the Un-archive button.
    screenshot of the unarchive popup, highlighting the unarchive button

Editing data

Edit certification details
  1. Click the  Settings menu.
  2. Under General Settings, click the Certification Settings submenu.
  3. Click the certification that needs assignees updated.
  4. In the Certification details section, click the Edit button.
    screenshot of the edit certification page, highlighting the edit button for certification details
  5. Edit the certification details.

    Important

    You cannot edit the certification type, mandatory or optional selection, and security groups restriction. If you need to change these details, you may have to archive this certification and create a new one.

  6. Click the Save button.
    screenshot of the certification configuration page, highlighting the save button
  7. Click the Confirm button.
    screenshot of the edit confirmation popup, highlighting the confirm button
Edit certification assignees
  1. Click the  Settings menu.
  2. Under General Settings, click the Certification Settings submenu.
  3. Click the certification that needs assignees updated.
  4. In the Assignees section, click the Edit button.
    Screenshot of the edit certification page, highlighting the edit button for assignees
  5. Edit the assignees.
  6. Click the Save button.
    screenshot of the edit cert page, highlighting the assign to field and save button
  7. Click the Confirm button.
    screenshot of the update assignee list popup, highlighting the confirm button
Edit certification approvers
  1. Click the  Settings menu.
  2. Under General Settings, click the Certification Settings submenu.
  3. Click the certification that needs approvers updated.
  4. In the Approvers section, click the Edit button.
    Screenshot of the edit certification page, highlighting the edit button for approvers
  5. Edit the approvers.
  6. Click the Save button.
    screenshot of the edit cert page, highlighting the send approval request to field and save button

Removing data

Archive a certification
  1. Click the  Settings menu.
  2. Under General Settings, click the Certification Settings submenu.
  3. Click the certification you need to archive.
  4. Click the Archive button.
    Screenshot of the edit certification page, highlighting the archive button
  5. Click the Archive button.
    screenshot of the archive confirmation popup, highlighting the archive button
Delete a certification
  1. Click the  Settings menu.
  2. Under General Settings, click the Certification Settings submenu.
  3. Click the certification you need to delete.
  4. Click the Delete button.
    screenshot of the edit certification page, highlighting the delete button
  5. Type the certification name into the Name field.
  6. Click the Delete button.
    screenshot of the delete certification popup, highlighting the name field and 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 won't be able to edit the configuration anymore, but they can still edit the certification's details, assignees, and approvers. The 12-month restriction doesn't restart with every configuration edit. This means if an admin creates a certification on 1st January 2024, the 12-month mark is 31st December 2024, 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. The rule is only applicable to certifications made on 1st February 2023 up to present. Admins cannot edit the configuration of certifications made before that date. The time restriction will retroactively be applied, but the rule is the same. This means the 12-month countdown will still start on the day the certification was created.  

For certifications made before February 2023

The configuration for certifications made before 1st February 2023 cannot be edited. If an admin has to update a certification's configuration, we recommend archiving it and making a new one.

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: What 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 on their personnel file. 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.

Explore related content

Was this article helpful?
3 out of 7 found this helpful

Comments

0 comments

Please sign in to leave a comment.