The expiry date feature in Certificates lets administrators set expiration dates for certificates issued to users, giving you greater control over certificate validity. Expiry dates can be configured at either the template level or the individual certificate level, so you can choose the approach that best fits your needs. This article covers the key features, benefits, and best practices for using expiring certificates in your system.
Key Features and Benefits
- Flexibility: Set expiry dates at the template level for consistency, or customise them 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: Manage certificate validity effectively to meet internal policies or regulatory requirements.
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 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 expiry 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 customise the expiry date for a specific certificate by clicking the three-dotted action icon and selecting 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 chose the "Select a date" option, you will need to manually pick the 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 the expiry settings are applied correctly to the certificate template or individual certificate.
With customisable expiry dates and reminders, you can maintain compliance, keep recipients informed, and streamline certificate management at both the template and individual levels.
Frequently Asked Questions
Q: Can users still access expired certificates?
No, once a certificate expires, users will no longer be able to preview or access it. Make sure to communicate expiry dates and renewal processes in advance.
Q: When are the reminder emails for certificate expiry sent?
Reminder emails can be customised to your preferred intervals. Users within the CRM can adjust the settings to match their preferences.
Troubleshooting Tips
Certificate Visibility: If users report not being able to preview certificates, check the expiry settings and confirm the certificates are within their validity period.