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Managing Your Team's Credentials

Carlos Camacho
Updated

This article is for cert managers — anyone who reviews, reports on, or corrects other people's credentials. For your own certifications, see Tracking Your Credentials with Credential Hub.

Before you begin. These pages appear only for cert managers and administrators, and there are two levels of cert manager. A read-only manager sees Employee Certs, Employee Affiliations and Firm Licenses but cannot change them. A full manager also gets Company Summary, the CV tools, and the ability to review. Which one you are is set in Settings by an administrator.

Company Summary

Company Summary is the firm-wide picture. It opens on Certification Summary — five counts across everyone: Total, Active, Expiring Soon, Expired and States Out of Compliance.

Three breakdowns sit below it:

  • By Cert Type — which credentials the firm holds, and how many
  • By Office — the same split by location
  • Upcoming Expirations by Month — what is coming, and when

Refresh re-reads the figures. Before anything is recorded the page reads "No data yet".

States Out of Compliance is the one to watch — it counts states where the firm does not hold what it needs, which is a different question from whether individual certificates are current.

Company Summary with firm-wide certification counts and breakdowns by office, credential type and expiry month

Employee Certs

Employee Certs is every certification held by everyone, and it is where reviewing happens. With nothing matching it reads "No certifications found."

Filters narrow it, and they combine:

  • All Employees — or one person
  • All Offices, All States, All Categories
  • Cert Status — Current, Expiring Soon, Expired
  • Cert Type and Expiring Month (All Months)
  • Review Status — Pending, Approved, Rejected, Flagged
  • Employee Status — Active, Departed, Departed (last 90 days)

Clear resets them. Departed (last 90 days) is worth knowing about: it catches credentials still attached to people who have recently left, which is where firm-wide compliance quietly slips.

Reviewing a certification

  1. Find the certification and open Review. The Review Certification dialog opens.
  2. Check the attached document with View. Document History shows earlier versions where they exist.
  3. Set the Review Decision — Approve, Reject, Flag for Follow-up, or Reset to Pending.
  4. Add Review Notes.
  5. Click Submit Review.

Your notes are what the employee sees. A rejection or a flag puts your Review Notes straight onto their card, headed Rejected: or Admin Note:. Saying what is wrong and what would fix it is the difference between one round trip and several.

Flag for Follow-up sits between approval and rejection — the record stands but needs attention. Reset to Pending returns a decided certification to the queue, which is the way to undo a review made in error.

Correcting and renewing

A manager can edit any certification directly — Certificate / License Type, State, Specialty, License Number, Issuing Authority, Issued Date, Expiration Date and Notes. When replacing a document, the field notes "Leave blank to keep existing".

Use Renew rather than editing the expiry date. It opens Renew Certification, takes a New Expiration Date and Confirm Renewal, and keeps the history as one credential.

Deleting removes the record and its history. Delete Certification asks for confirmation, and what it removes is the whole trail — reviews, documents and renewals. Where a credential simply no longer applies, an accurate Expiration Date tells the truth better than a deletion does.

Importing and exporting

Export CSV takes the current filtered view out — filter first, then export, and the file matches what is on screen.

Import Certifications from CSV brings records in. The dialog takes a file by Drag & drop your CSV here and states its CSV Format Requirements. Dates must be YYYY-MM-DD — the dialog says so, and it is the most common reason an import is rejected.

Bulk Edit changes several records at once, for corrections that apply across a group rather than one at a time.

The Employee Certs table with filters above it, showing certifications awaiting review and one flagged for follow-up

Employee Affiliations

Employee Affiliations is the same idea for professional memberships — Employee, Organization, Member Type, Membership Number, Joined Date, Renewal Date, Website and Notes.

It carries the same bulk tools: Import CSV, Export CSV and Bulk Edit, with the same CSV Format Requirements. A finished import confirms with Import Complete.

Renewal Date is the field that earns its keep here — memberships lapse quietly, and it is what makes a lapse visible before it matters.

Firm Licenses

Firm Licenses holds licences belonging to the company rather than to a person — the ones that let the firm practise in a given state. Empty, it reads "No firm licenses found. Add one to get started."

Each licence records:

  • License Type and State
  • Firm License Number
  • Issue Date and Expiration Date
  • Renewal Frequency — how often it comes round
  • Status, License Document and Notes

Search state or license #… finds one quickly, and All States narrows to a jurisdiction. Renew Firm License works like a certification renewal, taking a New Expiration Date. A licence with no expiry recorded shows Not set.

A lapsed firm licence stops the whole office, not one person. These are the records behind States Out of Compliance on Company Summary. A Renewal Frequency and an Expiration Date on every row is what makes that count trustworthy — Not set means it can't warn you.

CV Tools

Full cert managers also get the CV tools. CV Generator builds a Sales CV for anyone — Find Employee takes a name or email, and Generation History lists what has been produced before.

The employee CV library holds every profile, and reads "No employee CVs found. Use Add to create one." when empty. Sections drawn from a person's own certifications and affiliations are marked Auto-synced; the rest — Professional Summary, Areas of Expertise, positions and education — can be edited on their behalf. Import CV takes an existing document by CV File, and Apply Selected applies a change across the chosen profiles.

Troubleshooting

I can see the pages but can't change anything

Solutions:

  • You hold read-only cert manager access. Employee Certs, Employee Affiliations and Firm Licenses are visible; reviewing and editing are not.
  • Company Summary and the CV tools are absent for the same reason — their absence is the clearest sign of which level you hold.
  • Ask an administrator to raise your access in Settings.

My CSV import was rejected

Solutions:

  • Check the dates. They must be YYYY-MM-DD, which the CSV Format Requirements in the dialog states.
  • Check the certificate types match ones that already exist. An import cannot invent a type that has not been created in Settings.
  • Export a filtered view first and use it as the shape to match.

An employee doesn't appear in the list

Solutions:

  • Check Employee Status. The list defaults to Active, so anyone who has left is hidden until you choose Departed or Departed (last 90 days).
  • Check All Offices and All Employees are not still narrowed from an earlier search. Clear resets every filter at once.
  • Someone who has never opened Credential Hub may not be registered yet. Ask them to open the app once.

States Out of Compliance looks wrong

Solutions:

  • That count comes from state rules and Firm Licenses, not from individual certifications. A state can show out of compliance while every person's certificate is current.
  • Check Firm Licenses for rows showing Not set — a licence with no Expiration Date cannot be counted as current.
  • State rules themselves are maintained by administrators. See Administering Credential Hub.

Need help? Contact our support team at support@nxtconstruction.ai

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