What this screen is for
This is the register of issued certificates. Each row shows the certificate number, who holds it, the course, when it expires if it does, and whether it is valid, expiring, expired or withdrawn, along with whether it has been emailed. Filter by course, by audience (staff or students) and by validity, or search by certificate number, holder or course.
Actions on a certificate: download the PDF, email it to the holder again, re-render the PDF (which keeps the same number and verification link), renew by assigning the course again so the holder can retake it, or withdraw it with a reason recorded for staff. A withdrawn certificate can be reinstated.
When to use it
Use it when someone needs a copy, when checking who holds a current qualification, or when a certificate must be withdrawn. A certificate only appears here once a completion has been approved.
What you see on this screen
The table has these columns:
- Certificate — the number, with a link-copy icon and the validity chip
- Holder — the name, and whether they are a Student, an Employee or Staff
- Course
- Issued — when it was granted
- Validity — No expiry, the date it expired, Expires today or tomorrow, the days left where expiry is near, or the plain expiry date
- Emailed — the date it was sent, or Not sent
- Actions
A row whose PDF has not yet been generated is marked No file yet. A count line and page range sit below.
Filters and actions
Five tabs, each with a count: All, Valid, Expiring, Expired and Withdrawn. Beneath them a search box matching on certificate number, learner or course, a course filter, and a learner filter offering Everyone, Staff, Employees and Students.
The row actions are: download the PDF; re-render it, which keeps the same number and verification link; email it to the holder again; Renew, which assigns the course again so the holder can retake it; Withdraw, which asks for a reason kept for staff only; and Reinstate on a withdrawn one. These require permission to manage certificates.
Status values
A certificate's state is worked out rather than stored as a choice:
- valid — in force
- expired — its expiry date has passed
- revoked, shown as Withdrawn — deliberately withdrawn; the holder loses the PDF, anyone checking it is told so, and the record is kept
Expiring is a tab, not a state: it gathers valid certificates close to their expiry date.
Related
- Approvals
- Courses