Overview
Certification instance dates being editable allows authorized users to manually set and adjust the Original Issue Date, Renewal Date, and Expiration Date when certifying or renewing employees and assets. This feature provides accurate historical record-keeping and better control over certification compliance timelines.
Accessing Certifications
From the left sidebar, click "Certifications."
Select the specific certification you want to work with from the list.
Page Components
Add Employee/Asset Button: Blue button in the top right to add new employees or assets to the certification
Employees/Assets Table: Displays all individuals or items associated with this certification
Issued Date Column: Shows when the certification was originally issued
Expiration Date Column: Shows when the certification expires
Status Column: Displays certification status (Missing, Certified, Expired, Revoked)
Certify Button: Available for items with "Missing" status to initiate certification
Renew Button: Available for expired certifications to renew
How to Initially Certify
This feature allows you to set accurate historical dates when certifying employees or assets, ensuring your certification records reflect real-world compliance dates.
Steps:
From the left sidebar, click "Certifications."
Select the specific certification you want to work with from the list.
If needed, add an Asset or Employee to your certification
In the certification detail view, locate the employee or asset with "Missing" status
Click the "Certify" button next to their name
The Certify dialog will open with three editable date fields:
Original Issue Date: Set when the person/asset was first certified (defaults to today)
Renewal Date: Set when the certification should be renewed (based on certification rules)
Expiration Date: Set when the certification expires (based on certification rules)
Adjust any of the three dates by clicking in the field and typing a new date or using the calendar picker
Complete any required forms in the Forms section if applicable
Add any attachments if needed
Click the "Certify" button to save
NOTE: Use accurate dates to ensure compliance reporting and expiration notifications work correctly. If certifying someone who was certified before your organization started using Redlist, set the Original Issue Date to reflect the actual historical date.
How to Renew with Editable Dates
When renewing an expired certification, you can adjust the Renewal Date and Expiration Date to control the new certification period.
Steps:
In the certification detail view, locate the employee or asset with "Expired" status
Click the "Renew" button next to their name
The Renew dialog will open with two editable date fields:
Renewal Date: Set the new renewal date (defaults to today)
Expiration Date: Set when this renewed certification will expire
Adjust the dates as needed to align with your organization's certification policies
Complete any required forms if applicable
Add any attachments if needed
Click the "Renew" button to save
NOTE: The Original Issue Date is not shown in the Renew dialog because it represents the first certification date and doesn't change when renewing. Only Renewal Date and Expiration Date can be adjusted during renewal.
Understanding Certification Dates
Original Issue Date:
- The date when the person or asset was first certified for this specific certification.
- Can be set to a past date to reflect pre-Redlist history.
- Typically does not change when you renew the certification.
Renewal Date:
- The date when the certification is scheduled for renewal or review.
- Helps your team plan upcoming recertification work and audits.
- Editable on initial certification and on renewal.
Expiration Date:
- The last valid date of the certification.
- Drives the "Expired" status and related reporting and notifications.
- Editable on initial certification and on renewal.
Editable certification dates bring the Certifications tool in line with other parts of Redlist where date fields are already editable, and they work together with revocation reasons and reissue flows.
Best Practices
1. Use accurate historical dates:
Always set the Original Issue Date to when the certification actually started, especially when adding existing certifications into Redlist.
2. Standardize your renewal rules:
Decide whether Renewal Date and Expiration Date should be based on the original certification date or the most recent renewal, and apply that rule consistently.
3. Align with revocation workflows:
When revoking and reissuing a certification, consciously decide whether to keep the original Issue Date for historical continuity or to treat the reissue as a new certification period.
4. Review outliers regularly:
Periodically scan for certifications with unusually long or short durations and correct any data-entry mistakes that could impact compliance reporting.
Troubleshooting
Issue: I don’t see the Certify button.
Solution: The Certify action only appears for rows with a "Missing" status. Confirm the employee or asset has been added to the certification but not yet certified. If they are already certified or expired, you will see Renew or no action instead.
Issue: I can’t edit dates when certifying.
Solution: Make sure you are in the Certify dialog, not just viewing history. In the Certify dialog for a Missing entry, Original Issue Date, Renewal Date, and Expiration Date should all be editable based on the new feature.
Issue: I can’t change the Original Issue Date when renewing.
Solution: This is expected. The Renew dialog only allows editing Renewal Date and Expiration Date. If you must adjust the Original Issue Date, you can adjust in the bulk actions.
Summary
Editable certification instance dates give you precise control over when certifications start, renew, and expire. By setting Original Issue Date, Renewal Date, and Expiration Date directly in the Certify and Renew dialogs, you can:
- Capture accurate historical certification data.
- Keep renewal and expiration timelines aligned with your policies.
- Ensure compliance reporting and notifications reflect real-world status.
Use this feature consistently across your certifications so administrators, auditors, and end users can all trust the certification data they see in Redlist.