How to Perform a Certification in Smart Access

This guide provides detailed instructions for performing a Certification within the Smart Access platform. A Certification is a structured, trainer-led validation made up of item groups that an associate must complete and that a trainer observes and signs off on. The process involves both associates and trainers, with a two-step sign-off system to maintain accountability and accuracy.
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Additionally, this article includes a step-by-step walkthrough on how to assign a Certification using the portal, manage recertification when a certification is expiring, and revoke a certification when required. It is designed for managers and trainers who are responsible for assigning, validating, and maintaining certifications for associates. Following these steps helps trainers and managers navigate the portal efficiently, assign certifications correctly, and keep certifications current and compliant.

By following this guide, associates will learn how to start, complete, and sign off on their certifications, while trainers and managers will understand how to assign, validate, recertify, and revoke certifications for their teams.

When logging in to the Smart Access platform, two buttons appear at the top of the screen: Start Observation and Start and Assign Skill Build. To begin assigning a certification, click Assign Skill Build. This is the same entry point used for skill builds, and the available certifications appear alongside skill builds once an associate is selected.

After clicking Assign Skill Build, use the search function to locate the associate to be certified, then click directly on their name to select them. Selecting the correct associate first ensures the certification is assigned to the right person before proceeding.

Once the associate's profile is selected, a list of available items appears that includes both certifications and skill builds. From this list, choose the certification to assign.

By default, the recommended skill builder is the trainer performing the assignment. This can be changed; a list of trainers available at the location will be provided, and a manager can select a different skill builder from that list. In most cases, the trainer selects themselves, then assigns the certification.

After the skill builder is selected, assign the certification and confirm the assignment. Once the confirmation is complete, the certification is successfully assigned to the associate. Newly assigned certifications appear under the On Schedule bucket.

To access an assigned certification, open it from the associate's profile. Once opened, the key details for that certification are displayed, including the trainer, start date, and due date. The due date is calculated automatically based on the number of days to complete that has been set in the certification's configuration.

Before any training begins, the certification is listed with a Yet to Start status. As soon as the associate begins their training and the trainer starts completing the certification, the status updates accordingly.

As the associate performs their training, the trainer completes the certification by observing them. Open the certification to begin. Inside, different item groups must be completed. Select the first item group and begin marking items as complete as the associate performs each task in front of the trainer.

Adding Notes During Observation

While observing the associate during their training, the trainer can use +Add note to record observations, clarifications, or reminders against the relevant items. Continue completing each item as the associate demonstrates it. Once every item group is finished, a 100% completion percentage appears at the top of the certification.

The certification completion process requires two levels of sign-off. Once the certification reaches 100% completion, the associate's sign-off is required first. After the associate signs it off, the trainer is able to sign it off. When both sign-offs are complete, the certification is declared as completed.

Once both the associate and the trainer have signed off, the certification's status updates to Completed. The completion record is stored in the system for tracking and compliance purposes and is reflected in reporting.

A certification has a recertification window. Whether a certification expires depends on the expiration time set in the configuration. For example, if the certification is valid for one year, the associate will need to recertify after that period. A notification window is also set in the configuration, for instance, 30 days or 90 days before expiry.

If the notification window is set to 90 days, then as soon as the certification reaches 90 days before its expiration date, it moves to the Expiring Soon bucket. Once it is in Expiring Soon, a Recertify button appears on the certification.

When the Recertify button is used, the certification can be reassigned, and the associate recertified without requiring them to repeat the entire certification; only the relevant portion needs to be completed.

If the deadline is missed for any reason, the certification must be reassigned in full. In this case, the trainer needs to reassign everything rather than only the recertification portion.

Note: Certain certifications such as equipment certifications may be handled by designated equipment trainers rather than standard trainers. Where this applies, the assigned equipment trainer is responsible for completing the reassignment and the related notification steps.

Once the recertification process is complete, the reporting view shows the full history of the certification, including when it was assigned, when it was completed, and when it was reassigned for the recertification process.

If an incident occurs while the associate is operating equipment, their certification may need to be revoked. Revoking is subject to operational constraints: typically, only HR and operational managers are permitted to revoke a certification. The trainer needs to reach out to HR, an operational manager, or whichever admin is available at the organization so they can perform the revocation.

To revoke, open the certification; it should be a completed certification and locate the Revoke Certification button. Clicking it offers two paths: revoke and reassign the certification to begin recertification immediately, or, if reassigning is not wanted at this time, revoke only. A reason for the revocation must be provided.

After revoking, three options are available for what to do next:

Associates should always inform their trainer once they have signed off on their certification, and trainers should take care to validate every item group before performing the final sign-off. Only HR and operational managers can revoke a certification, so trainers should coordinate with them when a revocation is required. If either party experiences difficulties with the system, the Smart Access Help Team is available to provide support.

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