Introduction

This article describes how to use certificates within the application. With the certificate, we distinguish two aspects:

• Metadata: here we are going to fill in a number of fields such as type, institute, date and expiry date
• Attachment: this is the document itself that you can optionally upload as an attachment

It is possible for both the employee and the administrator to consult/add certificates.

1. Certificates visible for the employee
2. Certificates visible for the manager
3. Certificates visible for the administrator

 

Requirements

• The "Training" module must be activated.
• The administrator must have already created the list of possible certificate types via Admin > Lists > Training certificate. When creating the training certificate, the following fields must be filled in:

Fields with * are required

Code*	Please enter a unique code for this certificate
Name*	Here you can enter the name of the type of certificate (e.g. First Aid or Code 95).
Sort order*	A numerical value must be entered here.
Validity (months)*	If a certificate has limited validity, you can enter the validity period indicated in months here. If a certificate has unlimited validity, enter the value 0 here.
Active	Check here whether the certificate is still in use.
Standard	If the certificate in the drop-down list should be visible to everyone, this must be ticked. For new types of certificates added by employees, this is unchecked.
Icon	By default, the value here is "None". By changing the value to "E-learning", an additional icon for this certificate will be shown on the "Development" tab under "My Profile" for employees who have acquired this certificate.

 

Certificates visible for the employee

My profile

Via "My Profile", the employee can consult the "Development" tab - if the necessary rights have been activated. On the "Development" tab, both the training history and the obtained certificates can be displayed.

If the necessary rights have been activated, the employee can click on "Add certificate" in the top right-hand corner to expand the list.

To do so, the employee must fill in the fields below.

 

Fields with * are required

Certificate*	Here one can select a certificate created via the drop-down lists (this is checked with the Default option) or the employee can enter a name for a certificate himself. The latter is then created without the Standard option being selected.
Publisher	Name of the organization issuing the certificate
Acquired on*	Date on which the certificate was obtained
Expires on	Date on which the certificate expires. This may be left blank if the certificate is valid indefinitely
Attachment	Optionally, you can also upload the certificate as an attachment.

 

Training CV

The Training module allows you to click through to an employee's training history. The option "Download training CV" appears at the top.

By default, the training CV also contains a section with the certificates obtained. You can also hide this section by changing the underlying Word template. The latter must be done by the helpdesk.

 

Generate CV

In "My Profile", you can also activate the option "Generate CV". Based on a Word template, a number of data about the employee are then displayed in a Word document. The user can choose which certificates will appear in the export to Word.

 

Certificates visible for the manager

My profile

Via "My Profile" of one of his/her employees, the manager can also consult the overview of certificates. However, the manager does not have the option to change certificates.

 

Training CV

The manager can use the "Download training CV" option in the same way as the employee.

 

Generate CV

The manager can use the "generate CV" option in the same way as the employee.

 

Reporting

If reporting to the manager is activated, an additional report "Certificates" can also be activated via the permissions, where the manager gets an overview of all certificates in his/her team.

 

Certificates visible for the administrator

Manage employee certificates

The administrator can also look up and manage the certificates of an employee via Admin.

This is possible via Admin > Training > "Employee training files" and there you can first look up an employee.

Next, you can consult the overview of certificates obtained via the "Certificates" tab and, if necessary, add an extra certificate.

By default, the option to show only the most recent version of each certificate is checked. Certificates that have expired are indicated in red.

 

Reporting

Via Admin > Training > Reports, the administrator can consult the following reports:

• Employee certificates: This report gives an overview of the most recent acquired certificates for all employees
• Employee certificates (history): This report gives an overview of all acquired certificates
  (including certificates that have expired and have been renewed in the meantime).