An employee can fill out the details of any certification they have been assigned to by navigating to the Certifications tab in My Files. Each certification on this page has a Certificate Type, Certificate Name, Expiry Date, Status and Actions.
There are four statuses that a licence can have: “Active”, “In review”, “Expired”, “Outstanding” and “Declined”
An “Active” certification has been filled out by the employee and all of the details are valid. Certifications that have been approved (if it required approval) will also be represented by the active status
A certification which is “In review” has been filled out by the employee however requires a manager to approve or decline it. Alternatively, if the manager is unable to approve/decline the certification, the owner of the organisation can also complete the approval process
An “Expired” certification is a certification that is no longer valid due its expiry or renewal date. Certifications that have expired, or those that require renewal will be represented by the expired status
An “Outstanding” certification has not yet been filled out by the employee.
A “Declined” certification is a certification that has been declined by the employee’s manager. A reason for why the certification has been declined will be included in the details of the certification.
Please note that certifications that are required to be renewed will have their expiry date set to their next renewal date.
Filling out the details of a Certification
In order to fill out the details of a certification, all you need to do is go to the action bar and click "Edit". Employees are able to view and download supporting documentation that have been uploaded by their employers.
The details required for each certification with vary depending on how it has been configured by the organisation. Therefore if the organisation has configured a certification to require Supporting Documentation, then this will be required to upload. Similarly, if the organisation has configured the certification to have an expiry date, then the employee will be asked for the Expiry Date of the certification, but if the certification does not have an expiry date then the employee will be prompted to fill out a Completion Date.
Approving/Declining a Certification
Once an employee has completed a certification their manager may be prompted to approve it. To approve/decline a certification, navigate to the employee’s files and click on the Certifications tab. Here a manager can view the details of all of the employee’s licences.
If a licence requires acknowledgement it will have a “In review” status. To approve/decline the certification click on “View Details”, read through the details of the licence and either approve or decline it. By approving the certification its status will update to “Active” although by declining it the status of the certification will become “Declined”.
If a manager decides to decline a certification, he/she will be prompted to provide a reason for declining it. This reason will be displayed in the details of the certification so that the employee can make necessary adjustments (if they are required).
Look below to see the details of what an employee will see if their certification is declined.
Furthermore if the certification has been declined previously and the employee has filled out new details and re-submitted it, the previous details of why the certification was declined are included. However if the certification is eventually approved, then those details are deleted and removed.
Look below to see the details of what a manager may if they are reviewing a certification that has already been declined.
If a certification has already been approved/declined or did not require approval the manager can still "View Details" of the certification at any time by clicking "View Details".