Set up certifications expiry notifications

Learn how to update the email templates that are sent when a person's certification is about to expire. You must have the Certifications Manager user role to update these settings.

How it works

Set up automatic email notifications to send when a certification is due to expire. Recipients include:

  • Certification owner - An employee who manages the certification. They are assigned this role when the certification is set up.
  • Certification holder - The employee or contractor who holds the certification.
  • Certification notification manager - An employee who has been assigned this role type in their profile. They can receive expiry notifications only. 

Separate emails are sent to the holder and the employees who manage the certification. You can send up to three notifications and choose when the emails should send: 

  • Notice one: Three months, two months, one month, 10 days
  • Notice two: Two months, one month, 10 days
  • Notice three: One day after the certification expires. The timing is not customizable.    

There is default text for each email template, but you can update it so it meets the needs of your organization. 

Update the expiry notification emails

To edit the certification expiry notification settings:

  1. Go to Tools > Certifications Management.
  2. Select Certification Expiry Notifications from the left-hand menu.
  3. In the Notification Recipients tab, select who you'd like to notify when the certification is due to expire.
  4. Click Save and Next.

  5. In the Notification Send Settings tab, set up your notification send settings: 

    Notice one - The first email that will send to your chosen recipients, click on the drop-down menu to select how many days before expiry you want this to send. If you only want to send one reminder before expiry, set this using notice 1.

    Notice two - The final reminder that will send before the certification expires. Click the drop-down menu to select how many days before expiry you want this to send.

    Notice three - An email that sends out one day after a certification expires, you can select whether or not to send this.
  6. Click Save and Next.

  7. In the Notification Email Editor tab, edit the notification emails that will be sent. 
  8. Click Save.

Next step: Set up a certification so it can be used in employee and contractor profiles.