Issuing and Managing Certificates

Where certificates actually live

The LMS tracks progress, not certification. A course has modules, an employee is enrolled, and their enrolment carries a completion percentage and a status of enrolled, in progress, or completed. There is no assessment, no pass mark, and no generated certificate PDF.

Certificates are held as training records against the employee, which is what you need for an audit: a document, an issue date, an expiry date, and a status.

Recording a certificate

1. Go to HCM → Skills Matrix and open the Certifications tab.
2. Click Add Record.
3. Fill in the title, the provider who issued it, the completion date, and the expiry date if it renews.
4. Attach the certificate document itself.
5. Save. The record shows as valid, expiring, or expired against the employee.

Health-and-safety and QHSE certificates can also be logged from Compliance & QHSE → QHSE Training using Add Training Record. Both write to the same place, so use whichever screen you are already on.

Using the LMS alongside it

A sensible pattern is to run the learning in the LMS and record the outcome as a training record:

1. Employee completes the course under LMS — their enrolment reaches 100%.
2. You add a training record with the expiry date for the certification it earns.
3. The expiry is what drives renewal, because course completion has no expiry.

Reporting on it

Open HCM → Skills Matrix → Certifications to see every record with its status, or build a report over training records under Insights & Reports → Reports.

Where to go next

• Understand the whole module → Getting Started with the Learning Management System
• See where this fits in the bigger picture → How a New Hire Becomes a Paid Employee