Adding and Tracking Credentials in Your Organization

Posted by Rich Miron on Jun 11, 2015 under Support

Credentials are used to track licenses, certifications, IDs or other information about the personnel in an organization’s CentreLearn Training System. Credentials capture the additional and organization specific information that is not captured in the user profile.

Under Training Manager, access Credentials from the left menu

Click on the +New Credential button in the upper right

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Give the New Credential a title or name. Remember, you cannot create custom credentials with the same names as the Built-In Credentials from CentreLearn.

Select the check boxes or data fields that apply to this credential. Once done, click Save Changes.

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Issued by State – check only if your state (or comparable body such as a Provincial, National, or Regional regulatory authority) issues the credential.

Has expiration date – this box is checked by default as most credentials have an expiration date or recommended renewal date.

Has a number – this box is checked by default as most credentials, such as a driver’s license, have a certification or credential number that is unique to the person.

Display on certificate – only check this box if the credential has a Number and a Level. When this box is checked, the credential will appear on all course certificates earned by the personnel in your organization with this credential. For example, the NREMT credential has available levels (such as NREMT-P, NREMT-EMT) and each person with an NREMT credential has a credential number. NREMT certification information appears on user certificates. Alternatively, a required SCUBA certification credential for members of the department dive team likely has an expiration date and number, but there is no need to display this credential on course certificates.

Display in Training Plans – To associate a credential with a training plan, check this box. This powerful feature allows you to create a training plan for this credential.

Remember, some credentials, like a driver’s license, may not need a training plan. Firefighters need to have a driver’s license and the department needs to track that each firefighter has a license, but the department is not providing private vehicle driver training or verifying State eligibility for the licenses.

List Levels (if applicable) – If the new credential has levels, list all the levels, separated by commas, in the free text field. Recall that for a credential to display on a certificate, it must have one or more levels. For example, your organization might have a “Hazmat Credential” that has two levels – awareness and operations. List those levels in this field. Levels are not required for a custom Credential.

Tracking Credentials

To track all your credentials, there are two reports that will be very useful.

To pull reports, go to the Training Manager tab and access Reports from the left menu.

The All Credentials report allows you to pull all credentials in the system for your organization.

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Choose to pull individual credentials or to view all. When you export the report to email, there are columns for personnel’s name, email, credential, level, state, issue date, and expiration date.

Another useful report is the Upcoming Credential Expiration report. This report allows you to view credentials that are set to expire, with the ability to view credentials set to expire by a specific date.

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