Certifications in Smart Access let organizations build structured, trainer-led credentialing programs, equipment certifications, safety credentials, and role-based qualifications and keep them current and compliant over time. A Certification is made up of one or more tiers, each containing skill-builds that a trainer signs off on as an associate demonstrates competency.
This page is the starting point. It explains what Certifications are, walks through the full certification lifecycle, outlines who is responsible for each step, and points to the detailed guides for creating, performing, and reporting on certifications.
In this article:
What is a Certification?
A Certification is a formal verification that an associate is trained and qualified to perform a specific task or operate specific equipment. Certifications are structured from a few core building blocks:
Tiers - The stages an associate must complete to earn the certification. A certification can have a single tier or multiple sequential tiers.
Skill-builds - Checklists within each tier that a skill-builder (trainer) uses to sign off on an associate's competencies.
Sign-off - A two-step process where the associate signs off first, then the trainer signs off, before the certification is marked complete.
Expiration & recertification - Optional settings that define how long a certification stays valid and when to notify ahead of expiration so recertification can begin in time.
Certification status flows into the rest of Smart Access; it informs the Skills Matrix, labor planning, and the Navigator Leader Panel, and expiration dates surface in reporting for proactive follow-up.
The certification lifecycle
Most certification work follows the same path from setup through ongoing compliance:
Create & configure - A program/content manager or administrator builds the certification, adds tiers and skill-builds, and sets timing, access controls, and expiration rules.
Assign - A trainer assigns the certification to an associate from the same place where skill-builds are assigned, and selects the skill-builder responsible.
Perform & complete - The trainer observes the associate, marks each item group complete, and captures notes as the associate demonstrates each task.
Two-step sign-off - Once at 100% completion, the associate signs off first, then the trainer signs off, and the certification is marked Completed.
Recertify - As a certification approaches expiration, it moves to Expiring Soon, where a Recertify action lets the associate recertify without repeating the entire program (a missed deadline requires a full reassignment).
Revoke - When required (for example, following an incident), HR or an operational manager can revoke a completed certification, with an option to reassign for immediate recertification.
Track & report - Leaders monitor status across the organization, identify at-risk certifications, and take timely action through the Certifications report.
Who does what
Role | Responsibilities |
Program, Content Managers / Administrators | Create and configure certifications, define tiers and skill-builds, and set access, timing, and expiration rules. |
Trainers / Skill-builders | Assign certifications, observe and complete each tier, capture notes, and complete the trainer sign-off. |
Associates | Complete the required training and provide the first sign-off once a certification reaches completion. |
Leaders / Managers | Track status in reporting, follow up on approaching and missed deadlines, and coordinate recertification. |
HR / Operational Managers | Revoke certifications when required and determine next steps (recertify, non-renewal, or removal). |
Explore the certification guides
Ready to dive in? These step-by-step guides cover each part of the lifecycle:
How to Create a Certification in Smart Access - Build and configure a certification from scratch, including tiers, skill-builds, expiration settings, and access controls.
How to Perform a Certification in Smart Access - Assign, complete, sign off on, recertify, and revoke a certification.
Tracking & Reporting Certifications in Smart Access - Use the Certifications report to monitor status, identify at-risk associates, and take action across your location or organization.
Quick tips & where to start
New to certifications? Start with How to Create a Certification to understand the building blocks, then move to How to Perform a Certification for the day-to-day assignment and sign-off workflow.
Certifications are assigned from the same place as skill-builds - look for Assign Skill Build.
The associate must sign off first; the trainer cannot complete sign-off until they do.
Watch the Expiring Soon bucket - recertifying within the notification window only requires the relevant portion, while a missed deadline requires a full reassignment.
Only HR and operational managers can revoke a certification - coordinate with them rather than attempting it directly.
Use the Certifications report regularly so approaching and expired certifications are addressed before they affect your compliance picture.
💡 Tip: If you get stuck at any step, reach out using the in-app chat icon or email [email protected].
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