Overview
The Certifications feature allows organizations to define, organize, and track certifications and qualifications across assets, clients, employees, and locations. Use it to enforce compliance, monitor expiration dates, and automate renewal notifications and tasks across your entire operation.
Accessing Certifications
From the navigation, click Certifications
Understanding the Different Views
The view switcher dropdown at the top of the page changes what is shown across the entire page:
View | What It Shows |
Groups | Browse certifications organized into certification groups. Default view and the primary way to manage certification definitions. |
Assets | All assets and certification statuses. |
Clients | All clients and their associated certification statuses. |
Employees | All employees across your organization alongside their certification statuses — useful for compliance audits. |
Job Locations | All job locations and the certifications required or tracked there. |
Setting Up Certifications
How to Switch Views
Change the perspective of the Certifications page to focus on a specific entity type.
Navigate to Certifications from the left sidebar
Click the view switcher dropdown at the top of the page
Select the view you want: Certification Groups, Employees and Assets, Clients, or Job Locations
The page updates to display that entity type with their associated certification data
Certification Groups
Employees
Assets
How to Create a Certification Group
Organize related certifications into a group to make them easier to find and manage.
Navigate to Certifications
Click the Create Group button at the bottom of the left panel
Enter a name for the group
Click Save Create
The new group appears in the left panel and is ready to hold certifications
How to Create a Certification
Define a new certification that can be assigned to employees, assets, clients, or job locations.
In the left panel, select the Certification Group where you want to add the certification
Click the + button in the left panel header
In the Create Certification modal, complete the Details tab:
Certification Name (required) — Enter a clear, descriptive name
Type (required) — Select the entity this certification applies to: Employee, Asset, Client, or Locations
Issuer — Enter the issuing organization or body (optional)
Cost — Enter the certification cost in decimal format (optional)
Groups – Enter a certification group to easily manage the certificates. This field is automatically populated when creating a certificate inside a group (optional)
Description — Enter additional context about this certification (optional)
These fields are specific for Employees type
Assign to Role — Select an employee role to automatically assign this certification to all employees in that role (optional)
Clients — Select which clients this certification applies to (optional)
Job Site Location — Select applicable job site locations (optional)
Click Next button to proceed with the Renewing tab
Click the Renewing tab to configure renewal, notification, and task rules (see the Certifications: Rules & Automation guide for details)
Valid When Added — Toggle on to mark certifications as valid immediately when assigned
Forms Required to Certify — Toggle on to require form submission before certification.
Click Create Certification
The certification appears in the selected group in the left panel
Note: Note: Renewal, notification, and task generation rules are all configured in the Renewing tab of this modal. You can save the certification without configuring rules and add them later by editing.
How to Edit a Certification
Select the certification from the left panel
Click the Edit button in the right panel header
Make your changes across the Details and Renewing tabs
Click Save Certification
How to Move a Certification Group
Reorganize your certification group structure by moving a group to a different location.
Select the checkbox of the certification group you want to move
Click Move button
In the Move Group modal, select the new parent location
You can verify the location by looking at these places:
Click Move
The group and all its certifications move to the new location
Understanding Certification Types
Each certification is configured for a specific entity type, which determines what it can be assigned to:
Type | What It Tracks |
Employee | Qualifications, training, or compliance requirements for individual employees |
Asset | Inspections, registrations, or compliance certifications tied to specific equipment |
Client | Certifications or compliance requirements associated with client accounts |
Job Location | Site-specific certifications or compliance requirements tied to work locations |
Understanding Certification Status
Every certification assignment has a status that reflects its current state:
Status | Meaning |
Valid | Active and not approaching expiration |
Upcoming | Assigned but not yet in effect |
Missing | Required but no certification record exists yet |
Expires Soon | Active but within the configured warning period |
Expired | Past the expiration date |
Revoked | Intentionally cancelled with a documented reason |
Best Practices
Use Groups to Organize: Create certification groups by category (e.g., Safety, Equipment, Compliance) to keep your left panel manageable as your library grows.
Set a Type Immediately: Choose the correct certification type (Employee/Asset/Client/Job Location) when creating — this cannot be changed after certifications are assigned.
Add Rules at Creation Time: Configure renewal frequency and notifications when you create the certification so no assignments are missed.
Use Role Assignment for Employees: If a certification applies to everyone in a role, use the Assign to Role field rather than assigning individually — it scales automatically.
Use Descriptive Names: Name certifications clearly (e.g., "OSHA 10-Hour Safety" rather than "Safety Cert") so users across your organization understand them at a glance.
Troubleshooting
Issue: The Certifications option is not visible in the sidebar
Solution: Your account may not have the required permissions, or the module may not be enabled.
Verify your account has the Certifications read permission
Confirm the HSE/Production module is enabled for your organization
Contact your administrator if access is needed
Issue: The + button to add a certification is not visible
Solution: The + button only appears when a certification group is selected in the left panel.
Select a certification group in the left panel — the + button only appears when a group is selected
Verify you have the Certifications create permission
Contact your administrator if the button is still not available
Issue: I saved a certification but it doesn't appear in the left panel
Solution: The certification is added to whichever group was selected at the time of creation.
Confirm you selected the correct group before clicking + — the certification is added to the selected group
Refresh the page if needed
Check other groups if you're unsure which was selected
Summary
The Certifications feature provides a centralized system for defining and organizing the certifications your organization tracks across employees, assets, clients, and job locations. Use certification groups to keep your library structured, the view switcher to audit compliance from different perspectives, and the certification creation modal to configure all details, types, and renewal rules in one place.