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Certificate Management Overview

Track, manage, and follow up on employee certificates - all in one place.

Maria Ørgaard avatar
Written by Maria Ørgaard
Updated over 2 weeks ago

Certificate Management allows admins to manage, track, and follow up on employee certifications in a structured and efficient way. This feature is especially useful in industries such as retail, hospitality, logistics, and manufacturing, where proof of training and compliance is critical to daily operations.


What Certificate Management Overview includes

With Certificate Management, admins can:

  • View all certificates, including:

    • Certificate name

    • Category

    • Expiration period or status (Valid, Expired, Expiring Soon)

    • Number of users who have acquired it

  • Use filters to narrow down certificate lists by:

    • Department

    • Job profile

    • Status

    • Category

    • Duration

  • Click into each certificate to:

    • View the full list of users who hold it

    • See each user’s acquired date, expiry date, and certificate status

    • Track how the certificate was acquired (Learning Path or Journey)

    • Send manual reminders to individual users or in bulk

    • Export data related to the certificate



Managing certificates in user profiles

Each user profile contains a Certificates section. This provides an overview of the certificates the user holds, their validity, and the source.

Admins can also add certificates manually to a user’s profile. This is useful for tracking external certifications completed outside of Learningbank.

To add a certificate manually:

  1. Go to Admin → Certificates and create the certificate if it doesn’t already exist

  2. Open the user’s profile

  3. Navigate to Certificates → Add Certificate

  4. Select the relevant certificate

  5. Add a custom acquired date

  6. (Optional) Upload a PDF version of the certificate

The certificate will then be tracked alongside other certificates issued through Learningbank.



Issuing certificates

Certificates are issued upon completion of a Learning Path.

Once a user completes the full Learning Path, the certificate will be automatically issued to their profile under the Certificates tab.

Note: Certificates are only issued when all steps in the Learning Path are com

Certificates are no longer issued from modules.
Previously issued module-based certificates will still be visible on user profiles during a grace period to ensure a smooth transition.
Going forward, all certificates must be created and issued through Learning Paths.

This change provides better structure, stronger compliance tracking, and ensures certificates reflect full learning journeys — not just individual modules.


When adding a certificate to already live Learning paths, you might want users who have already completed it to gain the certificate as well. This can be done by following these steps:

Go to your Learning path and republish it. Once you click the publish button, a pop-up will ask you if users who have already completed it should gain the certificate. Put a check mark here, and then the system will look back and give these users a certificate.

Two conditions must be met:

  1. Learning must be completed within the last 5 years

  2. Learning must be currently assigned to the user


How to assign a certificate to a Learning Path:

  1. Go to Learning → Learning Paths

  2. Select the relevant Learning Path or create a new one

  3. Go to Settings, navigate to the Certificate section

  4. Select the certificate you want to issue when the Learning Path is completed

  5. Save your changes


Sending certificate reminders

  1. Go to Certificates

  2. Click on the certificate you want to manage

  3. In the user overview, locate the user you want to remind

  4. Click the mail icon next to their name to send the reminder


Overview widgets and data insights

The certificate overview also includes widgets and stats such as:

  • Total issued certificates

  • Total users with valid certificates

  • Total users with certificates expiring within 30 days

  • Total users with expired certificates


Tips for effective use

  • Use categories to group certificates by topic (e.g. Safety, Compliance, Product Knowledge)

  • Combine with Recurring Learning Paths to ensure ongoing validity

  • Send reminders proactively to avoid compliance gaps

  • Use filters to target certificate follow-ups by role or location


FAQ

Q: I used to use certificates on modules, but now I cannot find the ones that caused users issues earlier.

A: There are two places you can find issued certificates, and the route to finding them depends on which one you need -> Learning path Certificate or Module Certificate (old).

  • Learning path Certificates are found by -> User profile -> Certificates

  • Module Certificates are found by -> User profile -> Achievements -> Certificates

Q: How do I make sure that the user who has already completed the content gets the certificate?

A: If you republish the path, and choose that users who have completed it before the certificate existed should still get it, then it will be assigned to the user as long as they are still assigned the content.


Access and availability

Certificate Management is part of the Culture package.
If you don’t have access to this feature yet, please contact your CSM or Learningbank contact to learn more and explore upgrade options.

Once enabled, users will see their certificates directly in their profile under the Certificates tab.

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