Purpose Statement
Assigning a new certification allows Training Administrators to issue or initiate Credentials for members who have no prior history with that credential. This process supports onboarding new members, issuing new credentials, and managing members actively working toward completion.
Background Information
The Assign Credential workflow is used when a member is being issued a credential for the first time or is beginning work toward earning one. This includes both new hires and existing members pursuing additional credentials.
This process differs from renewal workflows, as no historical credential data exists for the selected member and certification combination.
Required Permissions
To assign a new credential, users must have:
Training Module access
Permissions to manage credentials
Administrative permissions to assign credentials and manage issue/expiration dates
Note: Permission availability may vary based on agency configuration.
Video
Updated Video Coming Soon!
Step-by-Step Guide
Step 1: Navigate to Manage Credentials
Select Training from the main navigation menu
Select Manage Credentials
Step 2: Start the Assign Credential Process
Select Assign User
A modal opens displaying all available credentials
Step 3: Define Credentials/Completion Dates
Choose one of the following options:
Create a Completion Period Only, checkbox selected (Members without a current active credential)
Enter a Start Date and End Date
Member will work toward completing credential requirements
Progress bar will show up in the Manage Credentials List
Create an Active Credential with a Completion Period, checkbox deselected
Leave Create Initial Credential unchecked
Enter an Issue Date and Expiration Date
Select the appropriate credential and click Next.
Step 4: Select Members
A second modal opens displaying:
Credential name
Start and End Date or Issue Date and Expiration Date depending on how this is being assigned
Admins can:
Use Add All System Users to include all members
Filter the Available Users list
Select members individually
Once all required members are moved to the Selected list, select Save.
Step 5: Review Assigned Credentials
You are returned to the Manage Credentials List.
Members assigned a credential will display a progress bar in the Progress column.
Members assigned an active credential along with a renewal completion period, the progress bar will display a progress bar along with the status of Active - Renewal in Progress in the Status Column (Picture #1)
Members assigned a completion period only for a credential will display a progress bar with no progress and a status of Not Started. (Picture #2)
Admins can view detailed requirement progress by selecting the view icon within each member’s row.
Selecting the view icon within each members line, brings the admin into the completion area.
Step 6: Complete Credential Assignment
Once all certification requirements are completed (Progress Bar will show 100% completion)
The certification status changes to Ready to Be Assigned (for those certifications not set to auto renew)
Admins can then:
Select the checkbox icon to enter issue and expiration dates
Or select multiple certifications and choose Update from the Actions dropdown
Single user updates are handled via the checkbox
Bulk assign issue and expiration dates
Step 7: Understand Renewal Behavior
If the certification has automated renewal options configured, a new renewal (completion) period is created after issuing
If the renewal type is Does Not Automatically Renew, renewals must be handled manually
Refer to the related article on Renewing Certifications for detailed steps.
Best Practices
Use Create Initial Credential only when no prior credential exists
Assign realistic completion periods for training-based credentials
Monitor progress regularly using the progress bar and detailed views
Use bulk update tools to efficiently issue credentials
Troubleshooting & FAQs
Why don’t I see Start and End Dates?
Ensure Create Initial Credential is selected when assigning a new credential
Why can’t I issue the credential yet?
The member must complete all requirements before the credential moves to Ready to Be Assigned status.
Why didn’t a renewal period generate?
Check the credential's renewal type. Credentials set to Does Not Automatically Renew require manual renewal.