In this tutorial, you will learn 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 that usually have the privilege to view the Users Module, with other users' accounts. 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 the user certificates, keep track of their validity and know when they are about to expire or have already expired. Certificates that are going to expire soon will display the validity date in yellow, and the ones that already expired will show in red.

You will find a list of predefined licenses, certificates, and ratings. You can also create custom certificates.

ADD: (0:52)

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

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

2. Go to the Certificates tab.

3. Click on the "Add Certificate" button.

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

5. Select the issuance date. You can either select the date from the calendar or manually enter it.

6. Since Licences do not have expiration dates, it is not possible to add a renewal or expiration date for them.

7. You can leave the renewal date empty and fill it in when you renew the certificate.

8. Select the expiration date. This date will define the alerts for when the certificate is about to expire or has expired.

9. You can upload a document of the certificate for your records.

EDIT: 

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

APPROVE: (1:48)

To approve a certificate, click on the Approve menu next to the certificate. You can unapprove a certificate that has already been approved. A certificate that is not approve will not be considered as valid by the system. You can also see all the unapproved certificates on the Dashboard, on the Users tab. To enable all certificates requiring approval to be valid, you can do so in settings.

1. Open Settings.

2. Go to Certificates.

3. Here you have the option to make all certificates require approval to be valid.

ARCHIVE: (2:17)

To archive a certificate, click on the Archive menu next to the certificate. You can unarchive a certificate that has been archived.

DELETE: (2:28)

To delete a certificate, click on the Delete menu next to the certificate. A confirmation window will show up. Attention, it is not possible to undelete a certificate that has been deleted. If you want to remove a previous certificate, we advise to archive it instead of deleting it.

VIEW CERTIFICATE ALERTS: (2:47)

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. You can also view this information when you select a user directly in the Users module.

CREATE CUSTOM CERTIFICATES: (3:14)

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”, or “Rating”.

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: (4:08)

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 and go to the Users tab.

4. Now, scroll down to Certificates.

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

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

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

Depending on your roles and privileges, you will be able to do the following actions,

1. Download the document of a certificate. This option is only available if a document has been uploaded.

2. Approve or unapprove a certificate. This is only available if the Settings “Certificates require approval” has been selected in the Super Admin settings. For more information, please check the Super Admin Settings video.

3. Edit a certificate.

4. Archive or unarchive a certificate. This allows you to keep the history of previous certificates.

5. Delete a certificate.

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.