Adding External Certificates
Allow users to upload certificates from external training
Overview
External certificates allow you to record training completed outside the LMS:
- Qualifications from previous employers
- Professional certifications (e.g., NEBOSH, IOSH)
- External course completions
- Industry accreditations
- Academic qualifications
Adding External Certificates (Admin)
1
Open User Management
- Log in as an Admin
- Go to Admin → User Management
- Find and click on the user
2
Access Certificates Section
- In the user profile, find Certificates or External Certificates
- Click Add External Certificate
3
Fill in Details
| Field | Required | Description |
|---|---|---|
| Certificate Name | Yes | Name of the qualification/certification |
| Issuing Body | Yes | Organisation that issued it |
| Date Issued | Yes | When it was awarded |
| Expiry Date | No | When it expires (if applicable) |
| Certificate Number | No | Reference number |
| File Upload | No | PDF or image of the certificate |
4
Upload Certificate (Optional)
- Click Upload File
- Select the certificate file (PDF, JPG, PNG)
- File is stored securely
5
Save
Click Save Certificate. The certificate appears in the user's record.
Self-Upload by Users
If enabled, users can upload their own external certificates:
For Users
- Go to your Profile
- Click Certificates or Advanced
- Click Add External Certificate
- Fill in the details
- Upload the certificate file
- Save
Admin Approval
If approval is required:
- Certificate shows as "Pending Approval"
- Admin reviews and approves or rejects
- User is notified of the decision
Tip
Enable admin approval in Settings → External Certificates to verify authenticity before certificates appear in reports.
Managing External Certificates
Viewing Certificates
External certificates appear:
- In the user's profile
- In the certificates section
- In compliance reports (if linked to frameworks)
Editing Certificates
- Find the certificate
- Click Edit
- Update details as needed
- Save changes
Deleting Certificates
- Find the certificate
- Click Delete
- Confirm deletion
Expiry Tracking
For certificates with expiry dates:
Automatic Tracking
- System tracks expiry dates
- Certificates show status (Valid, Expiring Soon, Expired)
- Expiring certificates highlighted in reports
Notifications
- Users notified before certificates expire
- Managers see expiring certificates in team dashboard
- Allows time to renew
Renewal
- Add a new certificate with updated details
- Or edit the existing one with new dates
- History is maintained
Common External Certificates
| Type | Examples | Typical Expiry |
|---|---|---|
| Health & Safety | NEBOSH, IOSH, First Aid | 3 years |
| Professional | CIPD, CMI, AAT | Varies/None |
| Technical | Microsoft, Cisco, AWS | 1-3 years |
| Industry | Food Hygiene, CSCS | 3-5 years |
| Academic | Degrees, Diplomas | None |
| Driving | HGV, Forklift | 5 years |
Best Practices
Verify Authenticity
- Enable admin approval for self-uploads
- Check certificate numbers if possible
- Request original copies for important certifications
Keep Records Updated
- Regular reviews of expiring certificates
- Remove obsolete qualifications
- Add new certifications promptly
Link to Compliance
- Map external certificates to frameworks
- Include in compliance calculations
- Use for regulatory reporting
Troubleshooting
File won't upload
- Check file size (usually max 10MB)
- Use supported formats (PDF, JPG, PNG)
- Try a different file
Certificate not showing in reports
- Check if it's approved (if approval required)
- Verify it's linked to relevant frameworks
- Check date filters in reports
User can't upload certificates
- Check if self-upload is enabled
- Verify user permissions
- Admin may need to add on their behalf
Related Guides
- Downloading Certificates - For learners
- Adding Frameworks - Link certificates to compliance
- Exporting Reports - Certificate reporting