Overview
After certifications are assigned, they need to be maintained over time — recorded when first completed, renewed when they expire, and revoked when an employee or asset no longer qualifies. This guide covers the full lifecycle of an active certification record: certifying, renewing, and revoking.
Accessing Certification Actions
From the navigation, click Certifications
Select a certification from the left panel
Click the Associations tab to see all assigned entities and their action buttons
Managing Certification Records
How to Certify a Certification (Initial Record)
Record an initial certification for an entity that has a Missing status — meaning it has been assigned but no record has been entered yet.
Select the certification from the left panel
In the Associations tab, find the row with a Missing status
Click the Certify button
In the Certify modal, enter the Original Issue Date and Expiration Date (may be pre-filled based on renewal rules)
Complete any required Forms shown in the modal
Attach any supporting documentation using the Attachments section
Click Certify
The status updates from Missing to Valid
Note: If the certification is configured with "Certification Valid When Added" and set to validate on the added date, the status may already show Valid and the Certify button may not appear.
How to Renew a Certification
Record a renewal for a certification that is approaching or past its expiration date.
Select the certification from the left panel
In the Associations tab, find the row you want to renew (status: Expires Soon, Expired, or Valid)
Click the Renew button
In the Renew modal, enter the Renewal Date and Expiration Date (may be auto-calculated based on recertification rules)
Complete any required Forms shown in the modal
Add any supporting Attachments (e.g., updated certificate)
Click Renew
The certification status updates and the expiration date is reset
Note: If auto-renewal via forms is configured for this certification, submitting the linked form may automatically renew it without going through this manual process.
How to Revoke a Certification
Permanently cancel a certification assignment with a documented reason. Use revocation when an employee, asset, or entity no longer qualifies for the certification.
Select the certification from the left panel
In the Associations tab, find the row you want to revoke
Click the Revoke button
In the Revoke Certifications modal, review the warning: "You are about to revoke [X] certification(s). This action cannot be undone."
Select a Reason for revocation from the dropdown (see reference table below)
If Other is selected, enter a custom explanation (minimum 10 characters) in the text field
Click Revoke Certifications
The certification status updates to Revoked
Important: Revocation is permanent and cannot be undone. If the entity needs to be recertified in the future, a new certification record must be created. Use revocation only when the certification should be officially cancelled, not simply when it has expired.
How to Bulk Update Certifications
Update multiple certification records at once for the same certification.
Select the certification from the left panel
In the Associations tab, check the checkboxes next to the rows you want to update
Click Update Certifications
Complete the update details in the modal
Click Update Certification
All selected certifications are updated
Understanding Revocation Reasons
Revocation requires a documented reason. The following predefined options are available:
Reason | When to Use |
Failed safety inspection | Entity failed an inspection that revokes the certification |
Expired without renewal | Certification lapsed and is being formally revoked |
Employee no longer in role | Employee has changed roles and no longer needs this certification |
Certification requirements changed | The certification standard changed and the prior record is no longer valid |
Non-compliance with standards | The entity failed to maintain the required standards |
Employee request | Employee voluntarily surrendered the certification |
Company policy violation | Certification revoked due to a policy breach |
Training not completed | Required training was not completed to maintain certification |
Other | Any other reason — requires a written explanation of at least 10 characters |
Best Practices
Certify Promptly After Assignment: Whenever you assign a certification, record the initial certification date immediately if the entity is already certified — leaving statuses as Missing creates compliance gaps.
Attach Evidence: Upload the certificate or supporting document when certifying or renewing so there is a record attached directly to the entry.
Use Revoke, Not Remove: If a certification should be officially cancelled (not just deleted), use Revoke rather than removing the association — revocation preserves the audit trail with a documented reason.
Renew Before Expiry: Set up notification rules so renewals are triggered in advance — see the Certifications: Rules & Automation guide for configuration steps.
Be Specific with Revocation Reasons: When selecting "Other," write a clear explanation that will be understandable to an auditor or future administrator.
Troubleshooting
Issue: The Certify button is not visible for a row
Solution: Certify only appears for Missing status rows — the row may already be certified or your permissions may be insufficient.
Check the current status — Certify only appears for Missing status rows
If the certification uses "Certification Valid When Added" configured to validate on the added date, it may already show Valid
Verify you have Certifications update permission
Issue: The Expiration Date is not auto-filling in the renewal modal
Solution: A Recertification rule with a renewal frequency must be configured for auto-calculation to work.
Confirm the certification has a Recertification rule configured with a renewal frequency
If no renewal rule is set, the expiration date must be entered manually
Edit the certification and configure a recertification interval under the Renewing tab if needed
Issue: I accidentally clicked Revoke — can it be undone?
Solution: Revocation cannot be undone. The warning modal states this clearly before you confirm.
If the entity needs certification again, assign the certification fresh and enter a new certification record
Contact your administrator if you believe this was a critical error requiring data correction
Issue: I cannot remove an inherited certification from an employee
Solution: Inherited certifications come from an employee role assignment and must be managed at the role level.
Navigate to Settings > Employees > [Role] > Certifications to remove the certification from the role
Note that removing it from the role removes it from all employees assigned to that role
Summary
Keep certifications current by recording initial certifications when they are first assigned, renewing them before they expire, and revoking them when an entity no longer qualifies. All certification events are tracked with dates and supporting documentation, and revocation requires a documented reason to maintain a full audit trail. Pair these manual processes with automation rules — see the Certifications: Rules & Automation guide — to ensure timely renewals without relying on manual monitoring.