Purpose Statement
The Manage Credentials list allows Training administrators to assign credentials to users and monitor credential progress, renewal activity, issue dates, expiration dates, and assigned credential records.
This article provides an overview of the available functions within the Manage Credentials list view. For detailed instructions on specific credential actions, refer to the applicable credential-related Knowledge Base article.
Background Information
The Manage Credentials list is located in the Training module and is used by agency administrators to manage assigned credentials across personnel.
From this list, users can search for assigned credentials, apply filters, access saved views, assign credentials, renew credentials, update issue and expiration dates, view assigned credential details, archive assigned credentials, delete credential assignments, and review renewal progress.
As Credentials continue to evolve, available options, statuses, and tracking behavior may change. Some functionality currently shown in the Manage Credentials list is tied to requirement areas configured directly within the credential. Newly created credentials that use a linked Training Plan may track progress through the Training Plan section instead.
Required Permissions
At minimum, users completing these actions should have permission to access the Training module and manage credential assignments. Depending on the task, additional permission may be required to assign credentials, edit credential issue and expiration dates, renew credentials, archive credentials, delete credential assignments, or view user training records.
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Step-by-Step Guide
Navigate to Manage Credentials
Go to Training > Manage Credentials.
The Manage Credentials list displays assigned credentials and allows administrators to review and manage credential progress for agency users.
Use Saved Views
At the top of the page, use the saved views area to access an existing saved view or create a new saved view.
Saved views help users quickly return to commonly used list layouts, filters, or credential review workflows.
Search the List
Select the magnifying glass icon to search the Manage Credentials list.
Users can search by assigned user or credential name.
Apply Filters
Select the filter button to access available list filtering options.
Filters help narrow the list when reviewing specific users, credentials, statuses, or credential management needs.
Use Bulk Actions
Under Saved Views, open the Actions dropdown.
From this menu, users can bulk update issue and expiration dates or renew credentials, depending on the available options and selected records.
Assign a Credential
Select the Assign Credential option on the right side of the page.
Use this option to assign a credential to one or more users.
Review Credential Progress
Locate the Progress column in the list.
Currently, progress data shown in this column is based on requirement areas created within the credential itself. For newly created credentials linked to a Training Plan, tracking is handled from the Training Plan section.
Review Credential Status
Locate the Status column in the list.
Users may see the following statuses:
Not Started means the credential has been assigned to a user with renewal requirements, but the user has not started the process.
In Progress means the credential has been assigned with renewal requirements and the user has started the process.
Active means the credential has been assigned and requirements have been met, but no renewal process is currently in force.
Active – Renewal in Progress means the credential is assigned to a member with a current active credential and an active renewal process in place.
These statuses are currently related to requirement areas created within the credential. They may not align with newly created credentials that use a linked Training Plan.
View an Assigned Credential
In the Actions column, select the View icon.
Depending on the credential status, users may see the active credential, the renewal process, and any applicable expired credentials in one view.
Archive an Assigned Credential
In the Actions column, select the box icon.
This archives the assigned credential.
Delete an Assigned Credential
In the Actions column, select the Delete option.
This removes the credential from the user’s record.
Review Renewal Progress
In the Actions column, select the right arrow icon.
This opens the renewal progress for the assigned user.
Edit Requirement Time Frames
Depending on the credential status, select the Edit button to update the start and end dates for the requirement time frame.
Manage Issue and Expiration Dates
Select the issue/expiration date management icon to manage the issue date and expiration date for the assigned user’s credential.
Best Practices
- Review saved views regularly to make sure they still reflect current credential management workflows.
- Use filters before completing bulk updates to confirm that only the intended credential records are selected.
- Confirm issue and expiration dates before saving updates, especially when managing multiple users at one time.
- Review the credential’s configuration to determine whether progress is being tracked through credential requirements or through a linked Training Plan.
- Avoid deleting assigned credentials unless the credential should be removed from the user’s record. Archiving may be more appropriate when the credential should no longer be active but still needs to be retained for historical reference.
- Confirm credential status before using renewal-related actions, as available options may vary depending on whether the credential is active, expired, or in renewal.
Troubleshooting & FAQs
Why is the Progress column not showing expected progress?
The Progress column currently displays data from requirement areas created within the credential itself. If the credential is newly created and linked to a Training Plan, progress tracking may be handled in the Training Plan section instead.
Why does the credential status not match the Training Plan status?
Credential statuses in this list are currently tied to requirement areas configured in the credential. Newly created credentials that use a linked Training Plan may not align with the statuses shown in the Manage Credentials list.
What does “Not Started” mean?
Not Started means the credential has been assigned to a user with renewal requirements, but the user has not started the renewal or requirement process.
What does “In Progress” mean?
In Progress means the credential has been assigned with renewal requirements and the user has started the process.
What does “Active” mean?
Active means the credential has been assigned and the requirements have been met, but there is no renewal process currently in force.
What does “Active – Renewal in Progress” mean?
Active – Renewal in Progress means the user has a current active credential and an active renewal process is in place.
What happens when I archive an assigned credential?
Archiving removes the assigned credential from active management while retaining it as an archived record.
What happens when I delete an assigned credential?
Deleting removes the credential from the user’s record. Use caution before deleting, especially if the credential may be needed for historical or compliance purposes.
Why do I see different action icons for different users or credentials?
Available actions may vary depending on the assigned credential’s status, renewal state, and configuration.