Add or update employee certifications

Learn how to add, update, and delete employee certifications. You need the Certifications Manager user role to access these settings. 

How it works

When adding or editing a certification, you can:

  • Use certification types to group certifications.
  • Limit the certification's audience, so it applies to all or some locations, departments, roles, or groups.
  • Choose if employees can self-manage a certification, if it requires documentation, and if an expired or incomplete certification blocks access to a location. 
  • Specify who can verify a specific certification.
  • Keep certifications current by marking them either as active or inactive (no longer can be assigned).

Before starting, ensure your Account Owner has enabled the Certifications Management add-on and you've been assigned the Certifications Manager role. 

Add a new certification

Step 1: Add the certification detail

  1. Go to Tools > Certifications Manager.
  2. Click Create a New Certification.
  3. In the Certifications Detail tab, select the certification category: External or Internal.
  4. Select the certification type: Certificate, Degree, Diploma, License, Post Graduate, Health Records, or click Manage if you want to add a new certification type.
  5. Enter a name.
  6. (Optional) Add a description.
  7. Select the status: Active or Inactive.
  8. (Optional) Select the certification owner.
  9. Select the checkbox if you want to deny access if the certification is expired or incomplete.
  10. (Optional) Select the checkbox to allow employees to self-manage.
  11. Select the checkbox if the certification must have supporting documentation attached.
  12. Select the checkbox to require that the certification is verified, then choose the relevant roles. 
  13. Click Next. 

    Certification-new-employee.png

Step 2: Add the certification audience

  1. In the Audience tab, choose who can be assigned the certification. Select Yes next to Employees.
  2. Choose the required restriction settings:

    All employees across all locations

    Employees at selected locations

    Employees in selected departments

    Employees with selected employee role types
  3. (Optional) If it also applies to contractors, choose the settings. 
  4. Click Save.

    Certification-new-employee-audience.png

Once you've created your certifications, add them to an employee profile. 

Edit a certification

Update a single certification 

  1. Go to Tools > Certifications Manager.
  2. Click View next to the certification. 

    Certification-view.png
  3. Update the required field.
  4. Click Save. 

Update multiple certifications 

  1. Go to Tools > Certifications Manager.
  2. Select the checkbox next to each certification you want to update. 
  3. Click Run An Action, then select the action. Options include Make Inactive, Make Active, Remove, and Make Audience Contractors. 
  4. Select the conditions (if applicable).
  5. Click Run Action. 

    Certification-bulk-edit.png

Delete a certification

You can only delete a certification if it hasn't been assigned to a person. If you don't want to unassign the certification, change the certification status to inactive instead. 

To delete a certification: 

  1. Go to Tools > Certifications Manager.
  2. Click Delete next to the certification. 

    Certification-delete.png
  3. Click Remove to confirm. 
Next step: If you'd like employees to provide the details of a current certification, add it as a custom question in your sign in flow, or if they have OnLocation access, they can add it to their profile.