Adding Certifications to User Profiles in Ontraccr

🎓 Adding Certifications to User Profiles in Ontraccr
 

Ontraccr allows you to track employee certifications directly from their user profiles. This feature is especially useful for safety compliance, trade qualifications, and workforce readiness. This article covers how to add, view, and manage certifications, including how expiry tracking and notifications work.

🧭 Where to Find Certifications

1. Go to Staff > Manage Users.
2. Click on a user’s card (not Edit) to open their View Profile dashboard.
3. Navigate to the Certifications tab.

📌 Note: The Certifications tab is only visible in View mode, not during initial user creation.

➕ How to Add a Certification

1. Go to the user’s Certifications tab.
2. Click the “Add Certification” button.
3. Fill out the fields listed below.
4. Click Submit.

📝 Certification Fields

✅ You can upload one or more certifications per user. There is no limit.

📅 Why Expiry Dates Matter

Setting an expiry date triggers Ontraccr's automated certification tracking system, which provides:

• A report of all certifications across the company, sortable by status
• Notifications sent to:

The certificate holder (if they have email access)

Admin users

…90 days before expiry

This helps teams stay compliant by addressing upcoming renewals before they lapse.

📊 Reporting on Certifications

To view company-wide certification data:

1. Go to Reports > User Certifications.
2. View status filters:
   • Active
   • Expiring (next 90 days)
   • Expired

This allows HR, safety officers, or compliance managers to take proactive steps.

📱 Bonus: Field Access to Certificates

If a user has permission to view their own profile, they can:

• Open their Ontraccr app
• Go to My Profile > Certifications
• Show their certification to an inspector directly from their phone

🧠 No more printing or carrying physical copies — digital certificates are available anytime.

🛡️ Visibility Rules

• There is no separate permission to hide certifications.
• If a role has View Users, it can also see the Certifications tab.
• Files attached to certifications are visible under this permission model.

📌 Summary

The Certifications tab provides an organized, reportable, and alert-ready way to manage employee credentials. By attaching expiry dates and documents, you unlock automated tracking and reminders — keeping your workforce qualified and inspection-ready.