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Certificate Management Overview

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

Daniel Chrone avatar
Written by Daniel Chrone
Updated this week

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 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.

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.

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

Once a learner 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 completed.


📤 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


🔧 Access and availability

Certificate Management is part of the Culture package.
If you don’t have access to this feature yet, please reach out to 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 (previously located under Achievements).


💡 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

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