How to Manage Learner Certificates

This guide walks you through managing learner certificates in your training platform, including viewing, searching, revoking, and exporting certificate records for compliance and administrative purposes.

Before You Start

• Access to the Certificates page with administrator or certificate management permissions

• At least one course with learners who have completed it and earned certificates

• Knowledge of which learners or courses you need to manage certificates for

• CSV export software installed (such as Excel or Google Sheets) if you plan to export records for compliance reporting

Steps

1. Navigate to the Certificates page — Log in to your admin dashboard and locate the Certificates section under Administration. This is your central hub for all certificate management tasks.

2. Search for specific certificates — Use the search filters to find certificates by learner name, course title, or certificate number. This allows you to quickly locate the records you need without scrolling through all certificates.

3. Review certificate details and status — Click on any certificate record to view full details including completion date, score, learner information, and current status (active or revoked). This helps you verify accuracy before taking action.

4. Revoke certificates when necessary — Select the certificate you need to revoke (for example, due to policy violations or invalid completion) and click the revoke option. Note that revoked certificates are permanently deleted from the system, so verify the action before confirming.

5. Export certificate records to CSV — Select the certificates or courses you want to export, then choose the CSV export option. This generates a file containing all certificate data for compliance reporting, audits, or external record-keeping.

6. Verify exported data — Open the downloaded CSV file to confirm all required information is present (learner names, course titles, completion dates, scores) before submitting it for compliance purposes.

Tips & Best Practices

• Set up auto-generation for certificates on course completion to eliminate manual certificate creation and reduce administrative overhead. This ensures every qualified learner receives a certificate automatically.

• Use custom certificate templates (Classic or Modern style) to match your organization's branding and include relevant data like learner scores and completion dates for professional presentation.

• Export certificate records on a regular schedule (monthly or quarterly) for compliance audits, rather than waiting until an audit request arrives. This keeps your documentation current and organized.

• When revoking certificates, document the reason in your compliance records to maintain accountability and justify the action if questioned during audits.

• Group exported certificates by course or department before storing them to streamline future searches and compliance requests.

Troubleshooting

Cannot find a specific learner's certificate in the search results

Verify that the learner actually completed the course and met all requirements for certificate auto-generation. If the course uses manual certificate issuance, check whether the certificate was manually awarded. Try searching by course name instead of learner name to confirm the certificate exists.

Certificate status shows as revoked, but I need to restore it

Revoked certificates are permanently deleted and cannot be restored. You will need to have the learner retake the course or manually re-issue a certificate if your platform allows manual certificate creation.

CSV export file is missing learner names or scores

Ensure your custom certificate template includes these fields before generating the export. Check the certificate template settings to confirm scores and learner information are enabled. Re-run the export after updating the template if necessary.

Export fails or produces an empty file

Confirm that certificates matching your search filters actually exist in the system. Clear any active search filters and try exporting all certificates to verify the export function is working. If the issue persists, contact your platform administrator or support team.