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Manage assigned certifications

Updated

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

These certifications are accessible through the Documents tile, via the Certifications tab, which allows your employees to complete their assigned certifications, update the data if it expires, and view a history log of their uploaded documentation. 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.

Manage your own certificates

Update 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 your name at the upper-right corner of your screen.
  2. Click My Profile.
  3. On the Documents tile, select the Certifications tab.
  4. Click the ... (three dots or ellipsis) button.
  5. Click the Update button.
    Complete the following fields:
    • Issue/Expiry date: Depending on the certification type assigned to the employee, the field will either say Issue Date or Expiry Date.
    • Supporting documentation: To add a supporting document, click the Choose File button, then upload the required file. Once the supporting documentation has successfully uploaded, the platform will automatically save the file. The maximum uploaded file size allowed is 10Mb.
  6. Click the Save button.

Manage certificates as a manager or admin

Update 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 People list submenu.
  3. Select the employee that needs a certification completed.
  4. On the Documents tile, select the Certifications tab.
  5. Click the ... (three dots or ellipsis) button.
  6. Click the Update button.
    Complete the following fields:
    • Issue/Expiry date: Depending on the certification type assigned to the employee, the field will either say Issue Date or Expiry Date.
    • Supporting documentation: To add a supporting document, click the Choose File button, then upload the required file. Once the supporting documentation has successfully uploaded, the platform will automatically save the file. The maximum uploaded file size allowed is 10Mb.
  7. Click the Save button.
Approve 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 People list submenu.
  3. Select the employee that needs a certification completed.
  4. On the Documents tile, select the Certifications tab.
  5. Click the ... (three dots or ellipsis) button.
  6. Click the Review button.
  7. On the popup, click the Approve button.
    Screenshot of review certification screen highlighting approve button
Decline a certification

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

  1. Click the People menu.
  2. Click the People list submenu.
  3. Select the employee that needs a certification completed.
  4. On the Documents tile, select the Certifications tab.
  5. Click the ... (three dots or ellipsis) button.
  6. Click the Review button
  7. On the popup, click the Decline button.
    Screenshot of review certification screen highlighting decline button
  8. Enter the reason for declining the certification, and click the Confirm button.
View a certification's supporting document history
  1. Click the People menu.
  2. Click the People list submenu.
  3. Select the employee that needs a certification completed.
  4. On the Documents tile, select the Certifications tab.
  5. Click the ... (three dots or ellipsis) button.
  6. Click the View button. 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 People list submenu.
  3. Select the employee that needs a certification completed.
  4. On the Documents tile, select the Certifications tab.
  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. 
  • Overdue: The certification has not been completed, and the due date has passed. 
  • 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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