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.

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

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). 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.

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.

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).

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.

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.