Certification Expiry Notifications & Reports in Ontraccr
⏰ Certification Expiry Notifications & Reports in Ontraccr
Tracking certification expiry is critical for ensuring a compliant and qualified workforce. Ontraccr simplifies this with built-in expiry tracking, automated email alerts, and a dedicated Certifications Report. This article explains how expiry dates trigger notifications, what the report includes, and how to use both to stay ahead of compliance issues.
📆 How Expiry Tracking Works
When you add a certification to a user profile, you have the option to set an expiry date. This field is key to activating Ontraccr’s alert and reporting system.
What Happens When You Set an Expiry Date?
- The certification will be automatically tracked.
- It will be included in the Certifications Report.
- If within the warning window, notifications are sent to key users.
📣 Notification Behavior
When?
- 90 days before the expiry date, notifications are triggered.
Who Gets Notified?
- The user who holds the certificate (if they have access to email)
- All Admin users
How?
- Notifications are sent via email.
📌 Note: The system does not support push notifications or SMS for certification alerts at this time.
📈 Using the Certifications Report
Where to Access It:
- Go to Reports > User Certifications.
What the Report Shows:
| Category | Description |
|---|---|
| Active | Valid certifications with expiry dates in the future |
| Expiring | Certificates expiring within the next 90 days |
| Expired | Certificates past their expiry date |
You can filter and export this data to prioritize renewals and follow up with relevant users.
🧠 Practical Workflow
| Step | Action |
|---|---|
| 1 | Add certification with expiry date when uploading to a user profile |
| 2 | Regularly review the User Certifications Report |
| 3 | Watch for expiring and expired items |
| 4 | Coordinate re-training or renewals before expiration |
| 5 | Let users know they can access their certs on mobile if needed in the field |
🔐 Access Control Notes
- Certifications are visible to any user with View Users permission.
- There is no separate permission to hide expiry dates or files associated with certifications.
- Uploaded certification files can be downloaded by any role that can view the user’s profile.
📌 Summary
Ontraccr’s certification expiry system helps ensure your team remains properly certified — with alerts to avoid lapsed credentials and reports to drive proactive renewals. Add expiry dates, check the report regularly, and let the system keep you ahead of compliance deadlines.