User Certifications Report

🧾 User Certifications Report
 

The User Certifications Report in Ontraccr helps you track, manage, and update all certifications assigned to employees across your organization. This report is designed for HR teams, safety coordinators, or any administrator responsible for maintaining workforce compliance and credentialing.

📍 Accessing the Report

1. Navigate to the Reports section from the sidebar.
2. Click Reports again to enter the standard reports hub.
3. Select User Certifications.

🧭 What This Report Displays

The report is organized into three sections:

1. Expired – Certifications that are past their expiry date.
2. Expiring Soon – Certifications expiring within the next 90 days.
3. Active – Certifications that are currently valid and not expiring soon.

Each section displays:

• Employee Name
• Certification Name
• Issuer
• Acquired Date
• Expiry Date
• Associated Files
• Edit Options

🔍 Search Capabilities

You can search by:

• Employee name – To view all certifications tied to a specific user
• Issuer name – To see all certifications issued by a specific authority (e.g., “ABC Forklift Training”)

🛠️ Editing Certifications Inline

Each certification row has an Edit icon (right side). Clicking it allows you to:

• Update the Acquired Date
• Set a new Expiry Date
• Upload a new file using the Files section
• View or download the previous certification file
• Remove outdated documents

After submitting the updated certification:

• The status automatically updates (e.g., from Expired to Active)
• No need to create a new certificate entry

🧠 Use Case Scenarios

• Pre-audit review: Export or update any certifications nearing expiration.
• Onboarding/offboarding: Quickly verify what certificates an employee has or needs.
• Safety compliance: Track agency-issued certifications (e.g., hearing tests, WHMIS, forklift).

📬 Reminder System

Ontraccr automatically sends reminder emails:

• Expiring Soon (within 90 days): Sent to both the user and admins.
• Expired: Follow-up email alerts both parties again.

These notifications help prevent lapses in critical certifications.

📁 Exporting & Full Screen

• Use Full Screen to expand your view.
• Export options:
  • PDF
  • Excel

You can use these formats to share certification logs with third parties or for internal records.

📌 Summary

This report is your centralized control panel for certification management. It removes the need to open individual user profiles and provides quick access to search, update, and export relevant credential data company-wide.