The Certifications report lists the certifications of your staff members, for example a license, and how long each one stays valid. Use it to find the certifications that staff members must renew soon. You can also approve the certifications that staff members add, and export the list to a file.
Open the Certifications report
Go to Reports > Certifications.
The table shows one row for each certification of each staff member. The certifications with the earliest Valid until date are at the top. Certifications with no end date are at the bottom.
What the report shows
Each row has these columns:
Staff member: the name of the staff member. If the staff member has a PaxFlow user, the name is a link to their user page.
Certification: the name and the color of the certification.
Status: the status of the certification. The list below gives each status.
Time to renewal: the time until the certification expires, in months or in days. On the last day, it shows Expires today. For an expired certification, it shows how long ago the certification expired.
Valid until: the last day on which the certification is valid.
Document: a document icon when the certification has a document, for example a scan of the license.
For a certification with no end date, Time to renewal shows Unbounded and Valid until is empty.
The Status column shows one of these statuses:
Valid: the certification is approved, and it does not expire soon.
Expiring soon: the certification expires within the alert time of the certification. The default alert time is 184 days.
Expired: the Valid until date is in the past.
Unbounded: the certification is approved and has no Valid until date.
Pending approval: a staff member added the certification, and nobody has approved or rejected it yet.
Rejected: a person in your company rejected the certification. The reason shows below the status.
Find certifications
To find a staff member or a certification, enter a name in the Search staff or certification box.
To show only some statuses, click Status. Then select one or more statuses.
The table shows the certifications that match. If no certification matches, the table shows No certifications found.
To sort the table, click the Staff member, Certification, or Time to renewal column header. The Staff member and Certification columns sort from A to Z only.
Look at the document of a certification
In the Document column, click the document icon. A window shows the name of the certification, the staff member, the Valid until date, and the documents of the certification.
Approve or reject a certification
A certification that a staff member adds has the status Pending approval. It does not count as valid until a person in your company approves it.
Click Status.
Select Pending approval. The table shows the certifications that wait for approval.
To approve a certification, click Approve in its row. The status of the certification then comes from its dates, for example Valid.
To reject a certification:
Click Reject in the row of the certification.
Enter the reason in the Rejection reason box. You must enter a reason.
Click Reject. The status changes to Rejected, and the reason shows below the status.
Change the dates of a certification
Do these steps when a staff member renews a certification.
In the Staff member column, click the name of the staff member. Their user page opens.
In Staff Member Labels, find the certification below Certifications.
Enter the new dates in Valid from and Valid until.
Click Save dates.
You can change the dates of an approved certification only.
Export the report
If you want a part of the list, enter a search or select statuses.
Click Download CSV.
The file has the certifications that match your search and your statuses, up to 10,000 rows. If more certifications match, a message tells you how many rows are in the file. Narrow your filters and export again to get the other rows.
Notes
If Certifications is gray in the Reports menu, your company does not have Shifts, or your user group does not have access to the report. To turn on Shifts, ask PaxFlow support. To get access, ask an admin in your company to change your user group in Settings > User groups.
The Document column and the Approve and Reject buttons show only when your user group also has access to Settings > Users.
A certification is a label with the category Certification. You create these labels in Settings > Labels. See Creating a new label.
On a certification label, Alert before expiry sets when the certification becomes Expiring soon. If you leave it empty, PaxFlow uses the default of 184 days.
You add a certification to a staff member on their user page, in Staff Member Labels. A certification that you add there is approved immediately. See Adding a label to a user.
Staff members can add their own certifications on their profile, in My certifications. They must enter a Valid until date and upload the license document. If a staff member changes an approved certification, it waits for approval again.
The statuses and the time to renewal use the date in the time zone of your company.