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:

  1. Go to Reports > User Certifications.

What the Report Shows:

CategoryDescription
ActiveValid certifications with expiry dates in the future
ExpiringCertificates expiring within the next 90 days
ExpiredCertificates past their expiry date

You can filter and export this data to prioritize renewals and follow up with relevant users.


🧠 Practical Workflow

StepAction
1Add certification with expiry date when uploading to a user profile
2Regularly review the User Certifications Report
3Watch for expiring and expired items
4Coordinate re-training or renewals before expiration
5Let 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.

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