---
title: Tracking certifications and renewals
description: Read the certification register, anticipate expiries, manage renewals and bring in past training history.
url: "https://illizeo.com/en/centre-aide/training-certifications-and-renewals/"
updated: "2026-11-01"
category: Training
---

# Tracking certifications and renewals

The certification register shows who holds what, until when, and which renewals need scheduling. This article is for HR, health and safety managers and line managers. It also explains how to bring in training completed before your organisation moved to Illizeo, so that the register and reports are complete from day one.

## Before you start

- The Training module must be installed for your workspace.
- Viewing the register: the "Certifications & compliance" permission (Training part of the role matrix), **Access** level. Scheduling, approving, rejecting or closing a renewal: **Execute** level. You only see employees in your role's population.
- Training history: the "Training history import" permission, Access level to view, Execute level to record, import or delete.
- Setting the alert thresholds: "Certifications & compliance" and "Training module settings", Execute level.

## Reading the register

Open **Training › Steer › Certifications**. The **Certifications & renewals** page starts with a banner: the number of expired certifications ("immediate legal exposure"), those expiring within the urgency threshold, and the **View expired** button. The tiles show the **Compliance rate** (compliant employees out of those tracked), **Expired**, **Within N days**, **Renewals, 12 months** and the estimated **OPCO funding**.

![The Certifications & renewals page: banner of expired certifications, compliance tiles and the matrix of employees by certification, cells coloured by status](https://i0.wp.com/illizeo.com/wp-content/uploads/2026/11/training-certifications-and-renewals-01.en_.png?resize=800%2C500&quality=80&ssl=1)
Training › Steer › Certifications: banner, tiles and matrix.

Each of an employee's certifications has a status, recalculated every day from its expiry date and your thresholds:

| Status | Meaning |
| --- | --- |
| Expired | The expiry date has passed, or the certification is required and has never been obtained. |
| Urgent | The expiry date falls within the "Flag as urgent" threshold. |
| Due soon | The expiry date falls within the "Send reminder" threshold. |
| To renew | The expiry date falls within the "Plan the refresher" threshold. |
| Valid | Valid beyond these thresholds, or with no expiry. |
| Not required | The person's position does not require it. |

Five views present this information:

- **Matrix**: one row per employee, one column per certification, one cell coloured by status. The legend uses your thresholds.
- **By certification**: for each certification, the people concerned, valid, due, expired or never certified, the compliance rate and the cost to comply.
- **Deadlines**: certifications grouped by window (expired, within 30 days, 1 to 3 months, 3 to 6 months, 6 to 12 months, beyond) with the cost of renewals.
- **By site**: compliance for each site. Clicking a site filters the whole page; **Show all sites** removes the filter.
- **Renewals**: renewal cycles in progress (see below).

Click an employee's name in the matrix to open their **Certification record**: compliance rate, date obtained and expiry date of each certification, any renewal already scheduled. **View prerequisites** shows the tree of certifications that must be held first, and flags any missing or expired prerequisite.

## Scheduling a renewal

1. For one person: in their record, click **Schedule renewal** next to the certification.
2. For a whole group: in the **By certification** view, click **Schedule**. Everyone with the Expired, Urgent or Due soon status for that certification is included.

The renewal is added to next month's training plan with its estimated cost; a message gives the number of people and the plan year. The exact date is then chosen in the plan (see [Steering training: annual plan, budget and analytics](https://illizeo.com/en/centre-aide/training-plan-budget-and-analytics/)). If the plan for that year does not exist yet or has already been approved, the renewal is refused and the message explains why.

## Following renewal cycles

Every morning, a renewal cycle opens for any certification that falls within the "Send reminder" threshold, and for any required certification never obtained. Only one cycle is open at a time per person and certification. The **Renewals** view shows each cycle on a seven-step timeline: **Detection**, **Notification**, **Provider suggested** (the last provider with whom the person obtained the certification, otherwise the one in the reference data), **Manager approval**, **Enrolment**, **Completion**, **Register updated**. Only the steps actually completed are marked.

![The Renewals view: open cycle counters and, for each cycle, the seven-step timeline from detection to register updated, with the Approve the renewal, Reject and Close without renewing buttons](https://i0.wp.com/illizeo.com/wp-content/uploads/2026/11/training-certifications-and-renewals-02.en_.png?resize=800%2C500&quality=80&ssl=1)
Renewals view: one cycle per certification to renew.

At the Execute level, on an open cycle you can:

- **Approve the renewal**;
- **Reject**: the **Reason for rejection** is required, then **Confirm rejection**; the cycle is closed;
- **Close without renewing**: state why (departure, changed position, duplicate).

## Setting the alert thresholds

From the page, **Registry & thresholds** opens **Settings › Training › Certifications & refreshers**. Under **Alert thresholds**, three durations in days before expiry:

- **Plan the refresher**: below it, the status becomes "To renew";
- **Send reminder**: below it, the status becomes "Due soon" and the renewal cycle opens;
- **Flag as urgent**: below it, the cell turns "Urgent".

The three thresholds must run from the closest (urgent) to the furthest (planning). Click **Save**. Defaults: 180, 90 and 30 days. The **Tracked framework** table lists, for each certification, its legal reference, validity, refresher, cost per person and prerequisites; it is read-only.

![The Certifications & refreshers settings page: Alert thresholds card with Plan the refresher, Send reminder and Flag as urgent in days before expiry, and the Tracked framework table](https://i0.wp.com/illizeo.com/wp-content/uploads/2026/11/training-certifications-and-renewals-03.en_.png?resize=800%2C500&quality=80&ssl=1)
Settings › Training › Certifications & refreshers: the three thresholds.

## Notifications sent

- **Certification expiring**: the person is notified 60, 30 and 7 days before expiry; their manager is notified at the last reminder.
- **Certification expired**: the manager and HR are notified on the day. This notification cannot be disabled.

Channels and recipients for these two rules are set in **Training › Notifications** (see [Administering the Training module](https://illizeo.com/en/centre-aide/training-administer/)).

## Importing past training

Training completed before Illizeo is recorded in **Training › Administer › Training history**. It counts in reports and, when it grants a certification, updates the register. The tiles show the records, hours recorded, records with unknown duration and those without proof.

To record one training at a time, click **Record a training**:

1. Choose the **Employee**, enter the **Training title**, the **Provider** and the **Completion date** (not in the future).
2. Enter the **Duration (hours)**, or leave it empty if unknown: that is not the same as zero.
3. If relevant, link a **Catalog course** and the **Certification granted**: the register is then updated and the expiry date calculated.
4. Attach the **Certificate (optional)** (PDF or image, 10 MB maximum). Without it, the record stays "declarative". If the certificate states a different expiry date from the reference data, enter the date it shows.
5. Click **Record**.

For a file exported from your previous tool, click **Import a CSV**:

1. **Download the template** gives the expected columns, with French headings: Matricule (employee number), Formation, Organisme, Date, Durée (h), Code habilitation. The employee is matched by employee number, email address or full name.
2. **Choose a CSV file**: a preview shows the rows ready, the columns recognised and the rows rejected with their reason. If every date falls before the 13th of the month, choose the day/month order: a mistake would shift every expiry date.
3. For **Rows already recorded**, choose **Skip them** (a re-imported file duplicates nothing) or **Update them** (corrected durations or providers).
4. Click **Record these rows**. The report gives the outcome of each row: Recorded, Updated, Already recorded, Employee not identified, Rejected.

![The Import a training history window open on the Training history page, with the Choose a CSV file and Download the template buttons](https://i0.wp.com/illizeo.com/wp-content/uploads/2026/11/training-certifications-and-renewals-04.en_.png?resize=800%2C500&quality=80&ssl=1)
Training history › Import a CSV, before choosing a file.

Straight after the import, **Undo this import** deletes the rows it wrote.

## What employees see

**Training › For me › My certifications** shows each person their certifications, the date obtained and valid until, the provider, and whether the certificate is on file. An alert flags those expired or close to expiry, with the renewal already scheduled or a **Submit a request** link.

## Good to know

- Deleting a history record or undoing an import does not remove a certification already recorded in the register.
- Durations are expressed in whole hours.
- Amounts (renewal costs, funding) are displayed in euros.
- The "Certifications to renew" system report in People Analytics uses this data, for roles holding "Certifications & compliance".

## FAQ

### A certification never obtained shows as expired.

This is intentional: a required certification never obtained carries the same exposure as an expired one. Record it from the training history if the person already holds it.

### The Schedule button does not appear.

You need the Execute level, and at least one non-compliant person for that certification.

### An employee cannot find their certification under My certifications.

Their position may not require it, or it has not been recorded. Record it in the training history with its certificate.

### *Similaire*