Overview
Once certifications are defined, assign them to employees, assets, clients, or job locations and track their status in one place. This guide covers how to assign and remove certification associations, understand role-based inheritance, filter status, and export certification data for reporting.
Accessing Certification Associations
From the navigation, click Certifications
Select a certification from the left panel
The main content area shows a tab labeled with the entity type — for example, Employees, Assets, Clients, or Job Locations
Assigning Certifications
How to Assign a Certification to an Employee
Select the certification from the left panel
Click the entity type tab (e.g., Employees, Assets, Clients, or Job Locations)
Click Add Employee
In the modal, search for and select the employee(s) you want to assign by selecting the checkbox
Click Add Selected
The employee appears in the associations table
Note: If the certification has an Assign to Role setting configured, all employees in that role are automatically assigned this certification — you do not need to add them individually. See Understanding Role-Based Certification Inheritance below.
How to Assign a Certification to an Asset
Select the certification from the left panel
Click the entity type tab (e.g., Employees, Assets, Clients, or Job Locations)
Click Add Asset
In the modal, search for and select the asset(s)
Click Add Selected
The asset appears in the associations table
How to Assign a Certification to a Client
Select the certification from the left panel
Click the entity type tab (e.g., Employees, Assets, Clients, or Job Locations)
Click Add Client
In the modal, search for and select the client(s)
Click Add Selected
The client appears in the associations table
How to Assign a Certification to a Job Location
Select the certification from the left panel
Click the entity type tab (e.g., Employees, Assets, Clients, or Job Locations)
Click Add Location
In the modal, search for and select the job location(s)
Click Add Selected
The Location appears in the associations table
How to Remove a Certification Association
Unlink certification from an employee, asset, client, or location.
Select the certification from the left panel
Click the entity type tab (e.g., Employees, Assets, Clients, or Job Locations)
Select the checkbox of the entity you want to remove
In the action bar, click the dropdown arrow next to Revoke
Select Remove
Confirm by clicking Remove in the prompt
The entity should be removed from the table
Important: This action cannot be undone. The certification history for that entity is removed. If the certification was inherited from an employee role, you cannot remove it at the individual employee level — you must remove it from the role instead.
Tracking & Reporting
How to Filter Associations by Status
Select the certification from the left panel
Click the entity type tab (e.g., Employees, Assets, Clients, or Job Locations)
Click the Status filter dropdown above the table
Select the status you want to view: Valid, Upcoming, Missing, Expires Soon, Revoked, or Expired
Click Apply button to reflect the changes
How to View All Certifications Across All Employees
See a full cross-certification view of every employee and their certification statuses without selecting individual certifications.
Navigate to Certifications
Click the view switcher dropdown at the top of the page
Select Employees
The page now shows all employees with their certification data across all certifications
Note: The same approach works for Assets, Clients, and Job Locations views.
How to Export Certification Data
Download certification records for reporting or compliance purposes.
Navigate to Certifications
Click the vertical ellipsis (⋮) to view different export types
Select your export type:
Export All — Exports all certification records regardless of current filters
Export Instances — Exports all individual certification instances (each renewal/certification event)
The export is generated and downloaded to your computer
Understanding Role-Based Certification Inheritance
When a certification is configured with an Assign to Role setting, it behaves differently from manually assigned certifications:
All employees assigned to that role automatically receive the certification
New employees added to the role also receive it automatically
Inherited certifications cannot be removed at the individual employee level — they must be removed from the role definition (Settings > Employees > [Role] > Certifications)
The table will indicate when a certification was inherited from a role
Note: This is the recommended approach for certifications that apply to everyone in a given position (e.g., all Safety Officers must hold OSHA 10-Hour certification).
Understanding Certification Status in Associations
Each row in the Associations tab reflects the current status of that specific assignment:
Status | What It Means |
Valid | Certified and not approaching expiration |
Upcoming | Certification recorded but not yet in effect |
Missing | Required but no certification record has been entered yet |
Expires Soon | Within the warning window configured in the certification's notification rules |
Expired | Past the expiration date and not renewed |
Revoked | Intentionally cancelled — see the Certifications: Renewal & Revocation guide |
Best Practices
Use Role Assignment for Scale: For certifications that apply to an entire employee category, use the Assign to Role setting instead of individually assigning — it automatically applies to new hires in that role.
Audit with the Entity Views: Use the Employees, Assets, or Job Locations views regularly to spot Missing or Expired statuses that need action.
Filter Before Exporting: Apply a status filter (e.g., Expired) before using Export Filtered to generate targeted compliance reports.
Remove Carefully: Removing an association deletes its history. If you only want to stop tracking, consider whether revoking is more appropriate than removing.
Use Send Reminder Proactively: Don't wait for automated notifications — use Send Reminder when you know a renewal is approaching and want to prompt action immediately.
Troubleshooting
Issue: The Add Employee / Add Asset button is not visible
Solution: Your permissions may be insufficient, or the certification type may not match the entity.
Verify you have the Certifications update permission
Confirm the certification type matches the entity — an Asset-type certification won't show an Add Employee button
Contact your administrator if access is needed
Issue: I can't remove a certification from an employee
Solution: The certification may be inherited from an employee role and must be managed at the role level.
Check if the certification was inherited from an employee role — inherited certifications cannot be removed at the individual level
Navigate to Settings > Employees > [Role] > Certifications to remove it from the role if that is the intended change
If it is not inherited and you still cannot remove it, verify your Certifications delete permission
Issue: The export is empty or missing records
Solution: A status filter may be limiting the export, or you may be viewing the wrong certification or entity type.
Check if a status filter is applied — use Export All if you want all records regardless of filter
Confirm you are viewing the correct certification or entity type
Refresh the page and try again
Summary
Assign certifications to employees, assets, clients, and job locations from the Associations tab and track compliance status in real time. Use role-based inheritance to automatically apply certifications at scale, the entity view switcher for cross-certification audits, and the export tools to produce compliance reports. Monitor statuses consistently to ensure Missing and Expired records are addressed before they become compliance issues.