In this article, you will learn how to:
Navigating the Certifications report
The Certifications report is accessible through the Reports tab in the Smart Access portal. It provides a centralized view of certification status across your organization, location, or team depending on your role and role-based permissions.
The report is organized into two primary sections:
In progress — Associates who are actively working toward a certification, including those on schedule, approaching their deadline, or past due.
Certified — Associates who have completed at least one certification tier, with statuses reflecting whether those certifications are current, expiring, or expired.
Use the Overview tab for a high-level snapshot of certification health across both sections before drilling into specific statuses or individuals.
Report tabs
The Certifications report includes five tabs, each surfacing a different slice of certification data:
Overview
Displays a summary of all active certification activity, including bar charts for both in-progress and certified records, along with counts for each status. Use this tab to quickly assess overall certification health before navigating to a specific list view.
When filtered by location (e.g., a specific RDC), the Overview surfaces only data relevant to that site, including any associates approaching or past their certification deadlines and those whose certifications are expiring soon.
All
Lists all in-progress, certified, and inactive certifications in a single table. Supports filtering by location, status, certification type, and more. Use this tab when you need a comprehensive view or are preparing an export for review.
Each row displays the associate name, manager, skill-builder, certification, location, status, state, expiration date, and available actions.
In progress
Shows all certifications that are currently active but not yet complete. Associates will appear here from the time a certification is assigned until all required tiers are signed off.
In-progress certifications are assigned one of three statuses:
On schedule — The due date has not yet passed, and the certification is progressing normally.
Approaching deadline — The due date is within the configured warning window. Associates and leaders may receive automated notifications depending on your organization's settings.
Missed deadline — The due date has passed, and the certification has not been completed. These records require immediate attention and should be reviewed with the associate's manager and skill-builder.
The Tiers completed column (e.g., 1/2, 2/3) shows how far along an associate is in their certification, making it easy to identify those who are nearly complete versus those who have not yet started.
Certified
Displays all associates who have completed a certification, along with the current state of that certification. Records in this tab include:
Good standing — The certification is active and not yet approaching expiration.
Expiring soon — The certification will expire within the configured notification window. Associates and leaders should initiate recertification before the expiration date to avoid a lapse.
Expired — The certification has passed its expiration date. These records will show a state of Action required and should be prioritized for recertification or revocation review.
Expired certifications do not automatically transition to inactive. A leader or program manager with the appropriate role-based permissions must take action, either initiating recertification or revoking the certification to update the record.
Inactive
Lists certifications that are no longer active, including those that have been revoked or voluntarily not renewed. Each record displays the reason for inactivation (e.g., Voluntary non-renewal, Safety incident) and the expiration date at the time the certification became inactive.
The Inactive tab is useful for auditing historical certification activity, reviewing revocation reasons, and confirming that lapsed certifications have been properly closed out.
Certification statuses at a glance
The table below summarizes the statuses you will encounter across the Certifications report:
Status | Tab | What it means |
On schedule | In progress | Certification is active and progressing within the due date window. |
Approaching deadline | In progress | Due date is near. Follow up with the associate and skill-builder to keep on track. |
Missed deadline | In progress | Past due. Escalate to the associate's manager and skill-builder for resolution. |
Good standing | Certified | Certification is current and valid. |
Expiring soon | Certified | Certification is within the expiration notice window. Initiate recertification. |
Expired | Certified | Certification has lapsed. Action required — recertify or revoke. |
Revoked | Inactive | Certification was removed by a leader. Reason and date are recorded. |
Voluntary non-renewal | Inactive | Certification was not renewed at the end of its term. |
Filtering and exporting data
The Certifications report supports filtering across all tabs to help you narrow your view to the data most relevant to your role or site.
Common filters include:
Location — Limit results to a specific RDC, facility, or region.
Status — Filter by a single certification status (e.g., Missed deadline, Expiring soon).
Certification — Isolate a specific certification type (e.g., SC MHE Electric Pallet Jack, SC MHE Pacer Truck).
Manager or Skill-builder — Scope results to a specific leader or trainer.
To export the filtered list, select Download Data in the upper right corner of the report. The export will reflect the current tab and any active filters.
To receive scheduled updates, use the Subscribe option to configure email delivery of the report regularly.
Taking action on at-risk certifications
The Certifications report is designed to support timely intervention, not just visibility. When reviewing at-risk records, consider the following:
Missed deadline — Confirm whether the associate is still actively working toward the certification or whether the skill-build needs to be reassigned to a new skill-builder. Check the Tiers completed column to understand how much work remains.
Approaching deadline — Coordinate with the skill-builder listed on the record to confirm scheduling is in place before the due date passes.
Expiring soon — Initiate the recertification process before the expiration date. Once expired, the record will show Action required, and the associate will no longer be considered certified until a new certification is completed or the existing record is addressed.
Expired (Action required) — Review with the associate's manager to determine next steps: recertification, voluntary non-renewal, or revocation. Leaving expired certifications unaddressed inflates your Expiring soon and Expired counts and reduces the accuracy of your overall compliance picture.
Certification Mobile Reporting
Leaders can access a dedicated certifications reporting screen in the SmartAccess mobile app by selecting a location of interest from the available locations.
In-Progress Programs
The dashboard displays a colour-coded summary of ongoing certification programs broken down by the following statuses: On Schedule and Approaching Deadline. A certification enters Approaching Deadline status when 20% or less of the maximum completion window remains.
Completed Programs
For completed certifications, the dashboard displays programs in Good Standing (still certified and not expiring soon) and Expiring Soon. A program moves into Expiring Soon status when the days remaining until expiration fall at or below the notify period set in the program's configuration.
Certifications Needing Reassignment
The dashboard also surfaces certification programs that require reassignment due to a missed deadline (overdue) or expiration. Each status can be opened to access a detailed list of all affected programs.
Manager-Level Breakdown
Leaders can view a summary of each manager's associates and their certification program statuses, including counts for In Progress, Approaching Deadline, Missed Deadline, Completed, Expiring Soon, and Expired, along with the total number of unique associates falling into any certification status. A detailed view is available for each manager, and the full list of managers can be accessed from the reporting screen.
For questions about revocation workflows or recertification configuration, contact your HR or MHE Administrator.
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