Issuing and Managing Certificates

What happens when someone completes a course

When a learner finishes every module and passes the quiz, if there is one, Plenix:

1. Issues a PDF certificate, if the course has certificates turned on. It shows the learner's name, the course, the date, their best quiz score and a certificate number like CERT-20260925-1A2B3C4D. It carries your organisation's name and brand colour.
2. Tells the learner. They get an in-app notification and an email with the certificate attached.
3. Awards the course's skill, if you set one. It's added to their skills in HCM as verified, at the level you chose. Someone who already has the skill at a higher level keeps their higher level.
4. Sets the expiry on their training record, if the certificate expires.

Set all of this per course under Certificate and skill on completion. See Build a Course.

Expiry and renewal

If a course has Valid for (months) set, each certificate expires that many months after it's issued.

• 30 days before it expires, the learner and their line manager get a reminder.
• When it expires, they're both told, and the learner is put back on the course with a due date 30 days away.

Each reminder is sent once per certificate. The check runs every morning.

When the learner completes the course again, they get a new certificate. The old one is marked Superseded, so there's only ever one current certificate per person per course.

For learners

Open My Learning and go to the My certificates tab. Download any of your certificates as a PDF.

For admins and managers

Open LMS and go to the Certificates tab. It shows how many certificates are valid, expiring within 30 days, expired and superseded, and lists them all.

• Filter by status: all, valid, expiring, expired or superseded.
• Download any certificate as a PDF.
• Email certificate to learner sends it to them again.
• Export CSV gives you a spreadsheet of the certificates in the current filter.
• The ZIP export downloads all their PDFs in one file, which is useful for an audit.

Certificates from outside Plenix

Certificates from external training still go in HCM → Skills Matrix → Certifications (Add Record), or Compliance & QHSE → QHSE Training for health and safety. Record the issue and expiry dates and attach the document there.

For your IT team

• Certificates are generated on request from the stored record, so a PDF always matches the record.
• Learners can only fetch their own certificates (/lms/my/certificates). The admin endpoints under /lms/certificates need a management role.
• Re-training resets the learner's quiz attempts, and the new certificate only counts scores from the new round.

Where to go next

• Build a Course
• Assign and Track Training
• Getting Started with the Learning Management System