In this tutorial, I will show you how to manage users' certificates. This can be done from the Users or Me Module, depending on the Roles and Privileges assigned to a user.

Administrative-level users are the ones who usually have the privilege to view the Users Module. On the other hand, students usually only have access to the Me Module.

Now, let me show you the Certificates tab.

With Private-Radar, you can manage all user certificates, keep track of their validity, and know when they are about to expire or if they have already expired.

Certificates that are about to expire will display the validity date in yellow, and those that have already expired will be shown in red.

Private-Radar provides a list of predefined licenses, certificates, and ratings, as well as allowing you to create custom certificates.

ADD (0:47)

Now, let’s add a certificate for this user:

1. Go to the Users or Me Module, and select a user.

2. Go to the Certificates tab.

3. Click on the "+" plus button, in the bottom right hand corner.

4. Select a certificate from the licenses, certificates, or ratings list.

5. Enter the Issue/ Renewal/ “Valid until” (expiry) Dates as appropriate. You can either select the date from the calendar or input manually.

6. Remember, the 'Valid Until' date determines when alerts will be triggered for upcoming certificate expiry or expiration.

7. You can leave the renewal date empty and fill it when the certificate is renewed.

NOTE: Since Licenses do not have expiration dates, it is not possible to add a renewal or expiration date for them.

8. You can use the “add document” button to upload a digital version or copy of the document for your records.

EDIT (1:32) 

To edit a certificate, click on the Edit menu next to the certificate. This opens the same window as Add Certificate, but with the details of the selected certificate.

APPROVE  (1:43) 

To approve a certificate, click on the three dots icon next to the certificate, and select Approve . You can unapprove a certificate that has already been approved, the same way.

A certificate that is not approved will not be considered as valid by the system. You can also see all the unapproved certificates on the Dashboard, on the Users tab.

You can enable all certificates requiring approval to be valid in Settings.

1. Open Settings.

2. Go to Certificates.

3. Here, you have the option to make all certificates require approval to be valid. Just click on the toggle to activate.

ARCHIVE (2:12) 

To archive a certificate, click on the three dots icon and select Archive  You can unarchive a certificate that has been archived.

DELETE (2:23) 

To delete a certificate, select the three dots icon and click on Delete. A confirmation window will show. “Attention, are you sure you want to delete that certificate? This cannot be undone.”. Click Yes to accept or No to cancel.

VIEW CERTIFICATE ALERTS: (DASHBOARD)

(2:42) 

The system will check users' certificates and their validity. You will always know when a certificate, a license, or a rating will expire, has expired, or is missing.

You can view the missing or expired certificate alerts from the Home Page on the Certificate Warnings card. 

You can also view this information from the Dashboard Module on the Users tab. It is also possible view this information when you select a user directly in the Users module.

CREATE CUSTOM CERTIFICATES (3:09)

You can start by checking all the predefined certificates that are already built into the system and adding new certificates to the list. Let me show you:

1. Go to the Users Module and select a user.

2. Go to the Certificates tab.

3. Click on the "Manage Certificates" button.

4. Here you will see all the predefined certificates and be able to add, edit, and delete custom certificates.

5. Click the "Add Certificates" button.

6. Select the category, you can choose “License”, “Certificate”, “Rating” or “Endorsement”.

7. Select the type from the drop-down list. If you can’t find an option that fits your needs, choose “Other”.

8. Enter a name for the certificate.

9. Don't forget to save.

Your new certificate will be saved in the Certificate Manager, you can view it at the end of each type list, and have the option to edit or delete it. 

Please note that it is not possible to delete a custom certificate that is already in use.

ROLES AND PRIVILEGES (4:07)

Make sure you have access to view the Certificates tab, as well as all the functionalities inside. To do that, you need to check the Roles and Privileges:

1. Go to the Users Module.

2. Click on the Roles and Privileges button.

3. Choose a role from the drop-down list on the top of the window.

4. Go to the Users tab.

5. Now, scroll down to Certificates.

6. Check off the box “View Certificates tab”.

7. Give access to add, edit, delete and/or manage certificates.

8. When you finish, just close the window. Your changes will be saved automatically.

Usually, administrative roles are the only ones that have access to manage certificates. You can decide if you want to give access to any other role. 

For example, you can allow the role of student to add, edit, and delete their own certificates; otherwise, you can choose to centralize all the certificate management with an administrator.

For more information on the Users Module, please watch the corresponding tutorials.