Compliance and Recertification

Any topic or pathway can be assigned a Certified Date setting via the Settings tab in the Certification panel. When a learner completes the training, a certified date is automatically calculated and stamped on their enrolment record. Three options are available: a fixed number of days from the date of completion, a fixed number of days from the date of enrolment, or a specific fixed calendar date applied to all enrolments. Certified dates are only applied at the moment of completion — changing the setting after learners have completed the training does not update existing records. Existing enrolments can be updated in bulk via the Enrolments tab or CSV import.

When recertification is enabled on a topic or pathway, the system automatically creates a retake enrolment for the learner a specified number of days before their certified date expires. The recertification lead time is configured in days — for example, 30 days before expiry. When triggered: the existing enrolment is marked as lapsed (history retained), a new current enrolment is created, and all configured due dates and notifications fire as normal. The learner sees the new enrolment on their dashboard. The cycle repeats indefinitely on each completion — each new completion generates a new certified date, which in turn triggers the next recertification at the appropriate time. Three conditions must be met for recertification to trigger: the learner must have completed the original training, the enrolment must have a certified date, and the learner must not be excluded from recertification.

Recertification can be managed at either the pathway level or the individual topic level. Pathway-level recertification: the certified date is set on the pathway and triggers when the entire pathway is completed. At recertification time, retake enrolments are created for all mandatory topics in the pathway at once. Topic-level recertification within a pathway: each topic has its own certified date and recertification settings, which can vary per topic. Some topics can be excluded from recertification entirely, others can have different cycles.

When configuring recertification, admins can choose whether the retake enrolment sends the learner back into the same topic or pathway, or forwards them into a different specified topic or pathway. This is the Next Certification setting. Two options: Retake this knowledge (default) — the learner repeats the same content, receiving the most recently published version if the topic has been updated. Enrol in other knowledge — the learner is moved to a designated follow-on topic or pathway at the point of recertification. This is set per topic or pathway in the Certification panel.

The Requirement element, when used within a topic, can be configured with an expiry date field. When expiry is enabled on a Requirement, an option becomes available to override the topic’s standard Certified Date for that enrolment — meaning the learner’s certification currency is tied to the expiry of the specific requirement rather than to the topic’s default certification period. If recertification is also enabled on the topic, the recertification trigger fires based on the requirement expiry date rather than the topic certified date. The Requirement element supports structured collection of evidence such as licences, certificates, or credentials, with optional assessor review.

Individual learners can be excluded from the automated recertification cycle for specific topics or pathways. This can be done three ways: via the Enrolments tab of a topic or pathway (a Recertify Y/N column is visible when recertification is enabled, with bulk action options to Allow or Prevent); via the Topics or Pathways tab on a learner’s profile (using the Prevent/Allow Recertification bulk action); or via CSV import using the Recertify column. Deactivated users are automatically excluded from recertification without any manual action required. To move a learner from one recertification schedule to another, an admin prevents recertification on the first topic or pathway and then enrols the learner in the new one.

The Certification Report is a dedicated analytics report available in the Admin area under Analytics. It shows all enrolments with a certified date, filterable by topic or pathway, person, group, role, and category. Data can be displayed by certification status or by certified date. Five status labels are used: Certified (current, completed, future certified date), Renewing (lapsed enrolment with future certified date; current retake enrolment in progress), Overdue (no current certified date, due date passed), Expired (no certified date, no active enrolment to renew), and Uncertified (not yet completed). Dates are colour-coded: green (current), orange (expiring within 30 days), red (expired). Reports can be saved with filters and exported to CSV.