Adding External Certificates
Set up assigned external certificate requirements, evidence upload, and expiry tracking
Overview
Not a System Settings tab
External certificate requirements are not configured under Admin → System Settings. You set them up as courses in Admin → Course Management, assign them like any other training, and manage evidence via user profiles and reports. This guide lives under Settings in Help because it covers tenant-wide configuration workflows, not a settings tab.
External certificates allow you to assign evidence requirements and track credentials completed outside SCORM:
- CSCS cards and other construction competency cards
- SIA badges, DBS checks, and first aid certifications
- Professional certifications (e.g., NEBOSH, IOSH)
- External course completions with uploaded evidence
- Industry accreditations and license renewals
Assigned External Certificate Requirements
Create the Requirement Course
- Go to Admin → Course Management
- Click Add Course
- Set the course category to External Certificate
- Enter a clear title (for example, "CSCS Card Evidence")
Set Default Requirement Data
| Field | Why it matters |
|---|---|
| Required Category | Maps evidence to expected type (for example, CSCS Card) |
| Default Provider | Prefills issuing body to reduce learner input |
| Display Course Name | Appears to learners in assigned training |
| Instructions | Guides learners on valid evidence and date requirements |
Assign to Users or Groups
Assign external certificate requirement courses using the same assignment process you use for SCORM courses, including group assignment, deadlines, and compliance tracking.
Adding External Certificates (Admin)
Open User Management
- Log in as an Admin
- Go to Admin → User Management
- Find and click on the user
Access Certificates Section
- In the user profile, find Certificates or External Certificates
- Click Add External Certificate
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 |
Upload Certificate (Optional)
- Click Upload File
- Select the certificate file (PDF, JPG, PNG)
- File is stored securely
Save
Click Save Certificate. The certificate appears in the user's record.
Edit Existing Certificates
Admins can edit existing external certificate records for any user to correct provider, category, validity dates, description, or linked requirement details.
Learner Upload Experience
When a learner is assigned an External Certificate requirement:
For Users
- Go to Dashboard and open the assigned requirement
- Click Start to open the evidence upload screen
- Review prefilled details (name/category/provider/instructions)
- Enter or confirm valid from/to dates
- Upload certificate evidence file
- Submit and return to dashboard after confirmation
Tip
Managing External Certificates
Viewing Certificates
External certificates appear:
- In the user's profile
- In the certificates section
- In the External Certificates report and exports
Editing Certificates
- Find the certificate
- Click Edit
- Update details as needed (category, provider, dates, notes)
- Save changes
Preview and Download Evidence
In the External Certificates report, admins can preview certificate files in-browser and download copies for audit evidence.
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
- Expiry reminders can be sent for external certificates
- Expiring and expired items are highlighted in reporting
- Supports proactive renewals before compliance gaps occur
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
- Review uploaded evidence quality before relying on it in audits
- 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 category value and spelling (or use predefined categories)
- Verify report filters and date range
- Confirm the certificate has valid dates and an active status
User can't upload certificates
- Check if self-upload is enabled
- Verify user permissions
- Admin may need to add on their behalf
Related Guides
- Adding Courses - Create external certificate requirement courses
- Downloading Certificates - For learners
- Adding Frameworks - Link certificates to compliance
- Exporting Reports - External certificate reporting and exports