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:
Go to Admin → Certificates and create the certificate if it doesn’t already exist
Open the user’s profile
Navigate to Certificates → Add Certificate
Select the relevant certificate
Add a custom acquired date
(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:
Learning must be completed within the last 5 years
Learning must be currently assigned to the user
How to assign a certificate to a Learning Path:
Go to Learning → Learning Paths
Select the relevant Learning Path or create a new one
Go to Settings, navigate to the Certificate section
Select the certificate you want to issue when the Learning Path is completed
Save your changes
Sending certificate reminders
Go to Certificates
Click on the certificate you want to manage
In the user overview, locate the user you want to remind
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.