The expiry date feature in Certificates allows administrators to set expiration dates for certificates issued to users, providing greater control and management over certificate validity. Expiry dates can be configured at either the template level or the individual certificate level, ensuring flexibility in implementation based on organizational needs. This article outlines the functionalities, benefits, and best practices for utilizing expiring certificates effectively within your system.
Key Features and Benefits #
- Flexibility: To ensure consistency, set expiry dates at the template level or customize expiry dates for individual certificates as needed.
- Automated Management: Once set, the platform automatically manages certificate expiry, restricting user access to expired certificates and sending reminder emails before expiry.
- Compliance and Control: Ensure compliance with internal policies or regulatory requirements by managing certificate validity effectively.
Access Certificate Builder #
You can create and manage certificates by navigating to the Credentials tab within the Memberships section.
The Template tab displays all the certificates and badges created within your CRM.
Set Expiry Date #
Click the three-dotted action icon next to your desired certificate template, and select “Set Expiry”.
Switch the selected option to Select a date.
Choose the desired expiry date for certificates generated from this template. This date will apply to all certificates created using this template unless overridden at the individual certificate level.
To send reminder emails, toggle on the options for Reminder emails and enter the number of days before the certificate expires for when the emails should go out. Then complete the process by clicking the “Set Expiry” button.
Issued Certificate #
After issuing a certificate to a user, you can go to the Issued Certificates tab to view certificates that have already been received by recipients.
Set Expiry #
You can customize the expiry date for that specific certificate by clicking on the three-dotted action icon and locating the option to set an expiry date.
In the popup, you can choose never to let the certificate expire, to let it expire immediately, or you can select a date for its expiration.
If you picked the “Select a date” option, you would need to manually pick its expiration date.
You can also send reminder emails that tell certificate recipients when their issued certificates will expire.
Save Changes #
After choosing the expiration date, save your changes by selecting the “Set Expiry Date” button. This ensures that the expiry settings are applied correctly to the certificate template or individual certificate.
With customizable expiry dates and reminders, you can maintain compliance, ensure recipients stay informed, and streamline certificate management at both the template and individual levels.
Frequently Asked Questions #
Can users still access expired certificates? #
No, once a certificate expires, users will no longer be able to preview or access it. Ensure to communicate expiry dates and renewal processes in advance.
When are the reminder emails for certificate expiry sent? #
Reminder emails can be customized for preferred intervals. Users within the CRM can adjust the settings to match their preferences.
Can I set expiry at both the template and individual certificate level? #
Yes. You can set a default expiry at the template level, and override it for a specific issued certificate when needed.
What options are available when setting an individual certificate’s expiry? #
You can choose to never let it expire, let it expire immediately, or select a specific expiration date.
What should I check if a user reports they cannot preview their certificate? #
Check the expiry settings and confirm the certificate is still within its validity period, as expired certificates are no longer accessible.
Where do I manage certificate templates and issued certificates? #
Templates are managed under the Credentials tab in the Memberships section, while already-issued certificates are found on the Issued Certificates tab.
