Managing Licenses and Certifications
What this module does
The Licenses & Certifications feature tracks which credentials are assigned to which employees, when they expire, and whether proof (e.g. a file) is on file. Your agency can customize the plural and singular names (menus, page titles, and labels) in Agency configurations.
Who can do what
| Role | Typical access |
|---|---|
|
Administrator
|
Full access to agency settings, taxonomy (categories/types/catalog), the records grid for all employees, and editing credentials.
|
|
License Manager group
|
Same management capabilities as admins for records and settings (per your product rules).
|
|
License Viewer group
|
Can open the records grid to view credentials; cannot manage taxonomy unless also a manager/admin.
|
Non-admin managers and viewers only see employees linked to departments they belong to (unless they have no department assignments configured—in edge cases the grid may show no rows). Administrators are not limited by that department filter.
Turning the module on and naming it
- Open Agency configurations (admin).
- Use the Licenses / certifications (or similarly labeled) tab.
- Enable the module and set plural and singular names (used in navigation and on forms).
- Optional settings often include: employee self-service (employees maintain their own credentials), how many days ahead counts as “expiring,” and how far back expired credentials appear in certain views.
Changes may save automatically depending on your configuration screen—wait for the saved confirmation when adjusting numbers.
Structure of the catalog (taxonomy)
Credentials are organized in three layers (managed from Settings on license/cert pages):
- Categories — Top-level groups (e.g. certification families).
- Types — Groupings within a category.
- Credentials (catalog) — The actual license/certification definitions employees can be assigned.
Use Manage license/cert settings (or your hub labeled … settings) to open Categories, Types, and Credentials. Archived or inactive items should not be selectable where the system enforces active taxonomy.
Working with employee records (grid)
The records view lists credentials across employees (not “My” credentials).
- Summary tiles often show totals such as expiring and recently expired (windows depend on agency settings).
- Search looks across people and credential text (as implemented).
- Filters can narrow by category, type, credential, status (e.g. OK, expiring, expired, missing proof), and sometimes how far back to include expired rows when viewing expired-related filters.
- Use Reset filters to clear search and filters quickly; Export downloads what you’re viewing as CSV (where enabled).
Editing a credential
Open an employee’s credential from the grid to view or edit details: credential identity, dates, non-expiring flag, notes, and proof upload. Managers enforce required dates unless the credential is marked non-expiring.
Deleting credentials is restricted to License Managers / admins, not typical employee self-service users.
Tips for support teams
- If a user “doesn’t see anyone” on the grid, confirm they’re not a License Viewer expecting admin-wide access without department membership—or verify department assignments.
- If labels look wrong, check Agency configurations → license/cert tab for empty plural names.