Purpose Statement
The Manage Credentials List allows Training Administrators to assign credentials to members, monitor credential progress, and manage issuance, renewal, and expiration dates. This area serves as the central workspace for tracking credential status and ensuring agency compliance.
Background Information
The Manage credentials List is designed for ongoing credential oversight after they have been created and assigned. It provides real-time visibility into member progress, upcoming expirations, and administrative actions required to keep certifications current.
Common use cases include:
Assigning credentials to members
Tracking credential progress and renewal status
Issuing credentials once requirements are met
Managing expirations and renewals for compliance
This feature is primarily used by Training Administrators and supervisory staff responsible for credential management.
Required Permissions
To access and manage credentials, users must have:
Training Module access
Permissions to assign and manage credentials
Administrative permissions for issuing, renewing, archiving, or deleting credentials
Note: Permission availability may vary by agency configuration.
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Step-by-Step Guide
Navigate to Manage Credentials
Select Training from the main navigation menu
Select Manage Credentials
This opens the Manage credentials List, where all assigned credentials are displayed.
Understand Credential Statuses
Before working with the list, it’s important to understand the available credential statuses:
In Progress
Member is actively working toward a new certification or renewal
Progress is tracked using a progress bar
Active
All certification requirements are complete
Issue and expiration dates have been entered
Active - Renwal in Progress
An active in force certification has been issued along with a renewal period
Ready to Be Assigned
All requirements are complete
An administrator must enter issue and expiration dates
Not Started
Certification has been assigned but requirements have not been started
Use Status Sections
At the top of the page, admins can filter credentials using five sections:
All – Displays all assigned credentials regardless of status
Active – Shows credentials currently in Active status
In Progress – Displays credentials actively being earned or renewed
Needs Attention – Shows credentials that are Ready to Be Assigned
Expiring Soon – Displays credentials nearing their expiration date
Step 4: Use Saved Views
Below the status sections, users can:
Create Saved Views to customize how credentials are displayed
Filter credentials based on what is most relevant at the time
See the related article on Creating Saved Views for a detailed explanation of the process
By default, all credentials are shown.
Use Page-Level Actions
From the Actions dropdown at the top of the page, administrators can:
Update Credentials
Enter issue and expiration dates for credentials in Ready to Be Assigned status
Renew Credentials
Renew credentials for multiple members in bulk
This is to be used for credentials set to not automatically renew
The Assign Users button allows admins to assign credentials to members.
Refer to related articles on Assigning Credentials and Renewing Credentials for detailed workflows.
Use the Actions Column
Under the Actions column, select the three-dot menu or the left arrow at the top to access available options:
View (eye icon)
Opens the member’s credential overview
Displays Active, In Progress, and Expired certifications
Archive (box icon)
Archives the credential
Delete (trash icon)
Permanently deletes the credential assigned to the member
Member Progress (right arrow icon)
Opens the member’s detailed credential progress view
Status-Based Action Icons
Depending on the credential status, additional icons may appear:
In Progress / Not Started
Pencil icon allows editing of the completion period
Ready to Be Assigned
Checkbox icon allows admins to:
Enter issue and expiration dates
Upload credential documentation
Enter Credential ID
Active
Calendar icon allows editing of:
Issue and expiration dates
Uploaded Credential documentation
Best Practices
Review the Needs Attention section regularly to finalize credentials
Monitor Expiring Soon credentials to avoid compliance gaps
Use bulk renewal tools when managing large groups
Archive outdated credentials instead of deleting when historical records are needed
Troubleshooting & FAQs
Why can’t I issue a credential?
credentials must be in Ready to Be Assigned status before issue and expiration dates can be entered.
Why don’t I see certain action icons?
Available actions depend on the credentials current status.
What’s the difference between archiving and deleting?
Archiving preserves historical data, while deleting permanently removes the credentials.